Executive Assistant

Act Second is a creative studio dedicated to a new generation of brand builders. We merge creativity with strategy, offering services in Brand Building, Content Creation, Brand Activations, Digital Experiences, and Business Operations & Strategy. We partner with both established companies and emerging brands, driven by innovation and strategic growth.
Act Second is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to senior executives, particularly the Founder & CEO. This role requires superior organizational skills, excellent communication abilities, and the capability to handle confidential information with discretion. You will manage complex schedules, coordinate travel, oversee communications, and ensure seamless executive operations while fostering positive relationships internally and externally.
Key Responsibilities1. Calendar & Schedule Management Manage and maintain executives' calendars, including scheduling, confirming, and adjusting meetings. Anticipate conflicts and proactively adjust schedules. Prepare executives for meetings with relevant materials and agendas. 2. Communications & Correspondence Act as the primary liaison for internal and external communications on behalf of senior executives. Handle incoming and outgoing communications, including emails, phone calls, and written correspondence. Draft, proofread, and edit documents and presentations. 3. Travel Arrangements Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries. Ensure travel arrangements are efficient and cost-effective, adhering to company policies. 4. Meeting & Event Coordination Plan, organize, and facilitate meetings, including preparing agendas, taking minutes, and managing follow-ups. Coordinate special events and company functions, managing invitations, RSVPs, and event logistics. 5. Project & Task Management Track project timelines, deadlines, and deliverables. Provide timely reminders and ensure task completion through consistent follow-up. 6. Document & File Management Prepare reports, presentations, and other business documents. Maintain organized digital and physical records for easy access and retrieval. 7. Office & Administrative Management Oversee office operations, including managing supplies, coordinating facilities support, and ensuring an efficient work environment. Support IT requests and ensure technical tools run smoothly. 8. Confidentiality & Discretion Handle sensitive and confidential information with utmost discretion. Manage restricted access to executive information and secure communications. Bachelor's degree or equivalent experience. Minimum of 3-5 years of experience in executive administrative support, preferably in a fast-paced creative or marketing environment. Strong proficiency in Google Workspace, Microsoft Office Suite, and project management tools (e.g., Asana, Notion). Key Competencies: Communication Excellence: Exceptional written and verbal communication skills. Technological Savvy: Quick to learn and adapt to new tools and platforms. Organizational Skills: Outstanding attention to detail, time management, and prioritization. Professionalism & Discretion: Ability to maintain confidentiality and integrity at all times. Event Management Expertise: Experience in planning and managing events. Adaptability & Resilience: Ability to remain composed and effective under pressure. Opportunity to have a meaningful impact in a high-growth company. Work in Barcelona, with potential travel across our global markets. On-site working environment with a collaborative and dynamic team. Responsibility from day one, fostering professional and personal development. A supportive and energetic international team committed to creativity and excellence. Note: Proficiency in English is mandatory as most clients are US-based.