Graduate Program

Graduate Program - Office Management & Executive Support

Barcelona, B, ES

Provide support as Graduate Assistant to the EA of the Chief Consumer & AI Acceleration and Team.

Executive Calendar Management

• Support the EA with Managing and coordinating the Chief C & AI Acceleration's complex calendar, prioritizing meetings, business reviews, strategic initiatives, travel, and key deadlines.
• Ensure seamless coordination of internal and external meetings across multiple time zones.
• Anticipate scheduling conflicts and proactively optimize the executive agenda under the guidance of the EA.

Travel Management

• Support the EA Coordinate flights, accommodation, transportation and travel logistics for the Chief C & AI Acceleration.
• Support the EA prepare and process travel expenses in accordance with company policies.

Team & Meeting Coordination

• Support the team based in Barcelona with room bookings, catering requirements, gifts for suppliers and any adhoc requests.

Events & Offsite Organization

• Support the EA with organiszing town halls, workshops and offsite events for the Consumer organization.
• Welcome visitors and ensure an outstanding executive experience. Greet visitors on behalf of the team and ensure meeting room set up is seamless.
• Support the Chief C & AI AccelerationOffice with requests whilst she is in the Barcelona office. Ensure her office s booked out on the days she is there. Occasional coffee and lunch runs for the Chief C & AI AccelerationOffice. Ad hoc requests from the Chief C & AI AccelerationOffice.

Budget & Purchase Order Management

• Support budget administration for the Consumer organization under the guidance of the EA.
• Raise Purchase Orders (POs), monitor invoices, follow up on payments and coordinate with Finance to resolve any issues under the guidance of the EA.

Office Administration

• Coordinate office requirements and ensure the executive office operates efficiently.
• Manage office supplies and anticipate administrative needs.
• Coordinate with IT and Facilities to ensure all executive tools and workspaces function effectively.

Administrative Support

• Coordinate document approvals, signature collection and administrative processes requiring executive review.
• Maintain confidential files and documentation with the highest level of discretion.

Experience

• Previous entry level of experience as an Executive Assistant supporting C-level executives or senior leadership in an international environment.
• Previous experience supporting commercial, growth, marketing or business leadership teams is highly desirable.

Education

• University degree.
• Additional certification as an Executive or Personal Assistant is considered a plus.

Languages

• Fluent English (written and spoken).
• Spanish is a strong advantage.
• Outstanding organizational and planning skills.
• Strong ability to prioritize and manage multiple priorities simultaneously.
• High level of confidentiality, integrity and discretion.
• Excellent communication and interpersonal skills.
• Proactive mindset with strong problem-solving capabilities.
• Attention to detail and commitment to excellence.
• Ability to work independently in a fast-paced and international environment.
• Flexibility and adaptability to changing business priorities.

Technical Skills

• Advanced knowledge of Microsoft Office, particularly PowerPoint, Excel and Outlook.
• Experience with SAP, Concur and collaboration tools (Microsoft Teams, SharePoint, etc.) is an advantage.
• Financial acumen for budget tracking and expense management is desirable.