Role description
We are currently looking for an Executive Assistant / Admin Specialist who is eager to learn about the Real Estate industry. The role requires excellent organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, along with a pro-active and professional approach. The perfect candidate must be able to work under pressure, have a problem-solving and optimistic attitude, and possess great communication skills. Along with the proven ability to handle confidential information with discretion. This position will be carried out from our Madrid office. Travel is generally not required.
Main responsabilities
* The role is responsible for providing support to our Head of Retail and acting as a point of contact with internal colleagues as well as external partners.
* Agenda management, optimising and prioritising the use of time. This including preparing meeting rooms, assure clients are welcomed, and connect VC when needed.
* Conduct research, provide background information on various topics and prepare meeting documentation.
* Prepare commercial documents, pitches using and other professional documentation using MS365 (PPT, Word, Excel).
* Organization and coordination of quarterly meetings.
* Assist with special projects and initiatives.
* Data management: clients information, opportunities, …
* Administrative follow-up of projects.
* Manage information flow in a timely and accurate manner.
* Arrange caterings when necessary.
* Event planning for important corporate events in sync with our marketing team.
* Travel coordination, including flights, hotels, transport, etc.
* Expense reporting.
* Invoicing tasks when required
* Data base and OneDrive management.
* Support our pool of assistants and/or other departments when required.
* Other administrative tasks such as: arranging signatures, handling official documentation and correspondence, printing, scanning documents and receiving packages, among others.
We offer
* A dynamic and collaborative work environment.
* Opportunities for professional development and growth within the organization.
* Competitive benefits and compensation commensurate with experience.
Equal Opportunities
We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, color, nationality, ethnic or national origin, religion or belief, disability or age. If you have a strong focus on organization, planning, and service and are ready to coordinate the day-to-day running of an executive role in a challenging and constantly evolving environment, contact us and send us your CV!
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