International Assistant
We are looking for an International Assistant to work in a multinational company. Its products and services are designed to benefit people and improve their quality of life.
Purpose:
The job holder ensures efficient administrative flows for the Procurement EMEA Hub by coordinating meetings, organizing events, and managing travel arrangements. The job holder further facilitates effective communication within the team, oversees IT requests, supports onboarding processes, and provides ad-hoc project support.
Key tasks:
• Plan and coordinate internal and external meetings
• Facilitate the organization of large conferences and events in collaboration with internal and external event management teams
• Support extensive travel planning, booking, and processing travel expense claims efficiently
• Administer the PRO EMEA Hub communication channels (SharePoint, MS Teams) to facilitate smooth information flow
• Oversee IT requests and manage office supplies and equipment requisitions
• Handle access management for hard drives, distribution lists, security groups, and procurement systems
• Plan and organize office days
• Facilitate onboarding processes by maintaining onboarding information and assigning onboarding buddies
• Create an attractive workplace and foster the community within the hub location
• Manage confidential information with discretion and act as an interface with senior management
• Provide ad-hoc support for various projects as needed
• Manage calendars of Team Heads and members as needed
• Identify and implement necessary administrative process improvements to enhance efficiency
Key working relations:
• Procurement Heads (and individual contributors to a limited degree)
• Global PRO assistant network
• BCN Smartworking Community
• HR, Travel Board
• External contacts (suppliers, event agencies, restaurants)
Who you are:
• High School Diploma with a minimum of 4 years of relevant experience or Associates Degree with 2 years of experience.
• Previous Executive Assistant experience in an international environment will be beneficial
• Proficiency in IT applications (MS Word, MS Excel, MS PowerPoint) and database management
• Experience with Document Management systems (SharePoint), cloud-based file sharing services (OneDrive), Communication tools
• (Microsoft Teams) and Electronic Signature software (DocuSign)
• Exceptional communication skills, both written and verbal
• Innovative problem-solving mindset with strong conflict management abilities
• Capable of managing business conversation in English and Spanish
• Ability to manage multiple competing priorities in fast-paced environments
• Strong interpersonal skills, capable of working effectively with employees at all levels of the organization
• High level of organization and attention to detail.