Senior administrative assistant (office leadership support)

We are seeking a highly organized, proactive, and detail oriented 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 GVPs 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.

Qualifications and Skills

1. Experience : 4 years of experience as an administrative assistant, preferably in a tech or high growth environment.
2. Education : Bachelors degree preferred, or equivalent relevant experience.
3. Technical Skills : Proficient in Microsoft Office Suite, scheduling tools (e.g. Outlook Calendar), and corporate communication channels (e.g. Slack).
4. Communication : Exceptional written and verbal communication skills in English.
5. Organization : Strong attention to detail and ability to multitask in a fast paced environment.
6. Flexibility : Used to work with a team across multiple global markets and time zones.
7. Interpersonal Skills : High emotional intelligence, professionalism, and ability to work with diverse teams.
8. Problem Solving : Proactive mindset with strong analytical and problem solving skills.
9. Confidentiality : Demonstrated ability to handle sensitive information with discretion.