Personal Assistant providing administrative, organizational, and office management support in Madrid, Spain. Required to manage calendars, communications, and logistics for teams and managers.
About the role
- Executive Assistant providing high-level support to senior executives at Ocean Spray. Managing calendars, travel logistics, and coordinating meetings for seamless global operations.
Responsibilities
- Serve as a trusted business partner and gatekeeper for two senior executives.
- Anticipate needs, prioritize competing demands, and proactively resolve issues.
- Handle sensitive matters with the highest level of confidentiality and professionalism.
- Proactively manage complex calendars across multiple time zones.
- Schedule virtual and in-person meetings; confirm attendee availability and correct time-zone alignment.
- For select meetings, prepare and distribute agendas and materials in advance; track follow-ups and next steps.
- Support leadership and staff meetings as needed.
- Independently plan and manage domestic travel, including flights, hotels, ground transportation, and logistics.
- Liaison with regional teams to ensure smooth logistics within the country of travel.
- Manage visas, passport renewals, and international travel requirements.
- Respond quickly and effectively to itinerary changes and travel disruptions.
- Submit and track expense reports; proactively collect receipts and ensure policy compliance.
- Plan and execute department events, offsites, and onsite meetings.
- Support onboarding for new leaders/direct reports (access, equipment, orientation).
- Monitor invoices and partner with Finance to ensure timely processing.
- Contribute to process improvements and support special projects as needed.
Requirements
- 3 –5+ years supporting senior executives in a complex organization.
- Proven experience managing international travel and visas (required).
- Exceptional organizational skills and attention to detail.
- Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
- Strong written and verbal communication skills.
- Demonstrated discretion, diplomacy, and sound judgment.
- High school diploma required, additional education is a plus.
Benefits
- Complete insurance package on Day-1 that includes a plethora of health and wellness programs
- Health, Dental and Vision insurance
- Health savings account
- Flexible spending account
- Life and accident insurance
- Employee assistance program
- Telehealth services
- 1:1 health coaching
- Supportive benefits for all the stages of your life
- 401(k) with up to 6% Company matching; additional potential discretionary match at year-end
- Short-Term Incentive/Performance bonuses
- Flexible scheduling options
- Vacation pay, up to three weeks of time (pro-rated for your first year of employment)
- Holiday pay for 12 holidays
- Career development and growth opportunities
- Tuition/Education assistance programs
- Access to LinkedIn Learning
- Scholarship programs for children of employees
- Parental leave
- Bright Horizons Family Solutions – Back-up care, tutoring, etc.
- Adoption assistance
- Bereavement leave
- Up to $300 fitness reimbursement
- Up to $300 massage reimbursement
- Employee appreciation events
- Employee discounts
- Charitable giving
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