Executive Assistant

Location:
BarcelonaReporting to:Founder, Dragons GroupAbout usWe are Dragons, a global creative agency working with bold brands to build cultural relevance, connection, and long-term impact through strategy-led creativity.
We bridge digital and creative thinking, developing innovative work across skincare, healthcare, fashion, lifestyle, FMCG, and more. Our international teams in the US and Barcelona deliver results through smart strategy, sharp creativity, and meticulous execution.

About the role
Reporting directly to the Founder, this role provides comprehensive executive, operational, business development, and personal support. The Executive Assistant will serve as a trusted partner, ensuring seamless day-to-day operations, maximizing productivity, and enabling strategic business growth through proactive coordination and an AI-first approach.

Key Responsibilities
Executive Support & Calendar ManagementProactively manage the Founder's inbox, including triaging communications, drafting responses, escalating priorities, and ensuring timely follow-up.
Coordinate meetings with existing clients and new business prospects, managing scheduling based on agreed next steps across calendar and email communications.
Maintain an accurate, optimized calendar, ensuring time is aligned with business priorities and growth objectives.
Provide a daily summary of outstanding actions, key decisions, and communications requiring attention.
Travel ManagementCoordinate domestic and international travel arrangements, including flights and accommodation, ensuring alignment on travel plans and maximizing the value of each trip.
Maintain a comprehensive annual travel overview and planning schedule.
Create and manage detailed travel itineraries and documentation for every trip.
Maintain an organized repository of travel-related information, confirmations, accounts, and access details.
Optimize travel strategies by leveraging loyalty programs, points, and cost-efficient booking options.
Leadership & Agency OperationsCoordinate and manage direct-report 1:1 meetings, including agenda management and tracking action items.
Support leadership team operations through meeting coordination, agenda planning, and scheduling.
Organize company Town Halls, consolidating input from stakeholders and ensuring smooth execution.
Coordinate internal engagement initiatives that strengthen company culture, including welcome breakfasts, CEO lunches, team gatherings, and other employee experience activities.
Growth & Business Development SupportMaintain and update CRM records in HubSpot, integrating with Apollo and enriching prospect data ahead of meetings.
Track business development actions and ensure follow-up communications are sent in a timely manner.
Manage the submission of applications for industry conferences, awards, speaking opportunities, and relevant events.
Prepare briefing materials and contact strategies ahead of conferences and networking events to maximize business impact.
Identify relevant public tenders, pitches, and procurement opportunities, coordinating submissions and ensuring deadlines are met.
Presentation & Content SupportCreate and update presentations by leveraging existing materials and coordinating with design teams when required.
Ensure presentation assets are accurate, professional, and aligned with brand standards.
Expense & Hospitality ManagementManage and submit expenses in accordance with company policies, including guidance on US and Ventures-related expenses.
Build and maintain a network of preferred venues, restaurants, and suppliers for client entertainment and internal meetings.
Develop and manage hospitality standards that reflect the Dragons Group brand and client experience expectations.
Establish and maintain professional in-office meeting standards to ensure an exceptional client experience.
Personal & Household AdministrationOversee administrative matters across two residences, including maintenance, repairs, purchasing, vendor coordination, and deliveries.
Schedule, manage, and adjust personal appointments as required.
Ways of WorkingAdopt an AI-first mindset, proactively identifying and implementing AI-powered solutions to improve efficiency, productivity, accuracy, and execution across all responsibilities.
Demonstrate exceptional organization, discretion, attention to detail, and proactive problem-solving.
Operate with a high level of autonomy while maintaining clear communication and alignment with priorities.
Key Success FactorsHighly proactive and resourceful, with a strong sense of ownership.
Able to anticipate needs and solve problems before they arise.
Exceptional organizational and project management skills.
Strong written and verbal communication abilities.
Comfortable managing both executive-level business priorities and personal administrative matters.
Key RequirementsBachelor's degree preferred, or equivalent work experience.
Proven experience as a personal/executive assistant, preferably in a start-up or small agency environment.
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