We are seeking a highly organized, proactive, and detail-oriented Senior Administrative Assistant to support a Group Vice President at Oracle NetSuite. This role demands exceptional multitasking abilities, discretion, and professionalism to manage a diverse range of administrative, logistical, and operational responsibilities. The position involves working closely with an executive overseeing several hundred team members worldwide and managing a 300-person office in Barcelona.
Key Responsibilities
Executive Support
* Manage and maintain the GVP’s complex calendar, including scheduling meetings across global time zones and resolving conflicts efficiently.
* Organize and coordinate international travel arrangements, including visas, accommodations, and itineraries.
* Prepare agendas and ensure follow-up on action items.
Office Leadership Support
* Assist in the planning and execution of office-wide events, including team-building activities, leadership offsites, and employee engagement programs.
* Serve as a liaison between the GVP and the Barcelona office staff, ensuring smooth communication and alignment with company goals.
* Support office operations by collaborating with facilities, HR, and IT to address issues and improvements.
Team Coordination
* Coordinate global meetings, town halls, and other team gatherings, ensuring seamless execution.
* Help onboard new team members by facilitating access to tools, systems, and key contacts.
General Administrative Tasks
* Process expense reports, ensuring compliance with company policies.
* Proactively identify and implement ways to streamline administrative processes.
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