Executive Assistant
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Summary
Location:
Barcelona (Hybrid)
Salary:
Negotiable
About the Client
We are partnering with a leading global provider of technology solutions to the air cargo and aviation industry.
The organisation delivers mission-critical platforms used by airlines, airports, ground handlers, freight forwarders, and logistics providers worldwide to manage cargo operations, distribution, customs compliance, and business processes. With a strong international presence and a reputation for innovation, the company is investing heavily in the modernization of its technology platforms, data capabilities, and digital services to support the future growth of the global air cargo ecosystem.
About the Role
The Executive Assistant to the CEO provides high-level strategic and administrative support, ensuring the efficient management of the CEO's priorities, communications, and engagements. This role acts as a trusted partner to the CEO, supporting decision-making, enabling effective execution of strategic initiatives, and ensuring seamless coordination across the leadership team in coordination with Chief of Staff and stakeholders.
Key Duties
Executive & Strategic Support
Manage and prioritize the CEO's agenda, ensuring alignment with strategic priorities and business objectives
Prepare high-quality briefing materials, presentations, and executive summaries for internal and external engagements
Support CEO in tracking key initiatives, actions, and follow-ups
Stakeholder & Communication Management
Act as a central coordination point between the CEO and key internal/external stakeholders
Draft and review executive communications on behalf of the CEO
Coordinate to move items forward and ensure timely, professional follow up
Ensure clear, consistent, and professional communication across all interactions
Meeting & Governance Support
Plan and coordinate executive meetings, including board-related activities
Prepare agendas, collect inputs, and ensure timely distribution of materials
Act as a gate keeper, protecting CEO time, resolving scheduling conflict proactively
Track decisions, actions, and ensure follow-through on commitments
Make sure CEO is prepared for each engagement, with the right materials and context in advance
Operational Excellence & Administration
Ensure smooth day-to-day operations of the CEO office
Drive efficiency and structure in executive processes and ways of working
Manage approvals, expenses and administrative processes for the CEO officeMaintain accurate and confidential records, documents and filing
Information & Data Management
Collect, synthesize, and present information from multiple sources to support decision-making
Maintain accurate and confidential records, documents, and reporting
Provide insights and analysis on business topics as required
Handle all information with absolute discretion and confidentiality
Events & Logistics
Coordinate complex international travel, meetings, and executive events
Anticipate and resolve travel disruptions quickly and calmly
Manage logistics for high-level internal and external interactions
What we are looking for
Education & Qualifications
Bachelor's degree or xpzdshu equivalent experience
Experience
5-8 years' experience supporting senior executives (CEO/ExCom level)
Proven experience in a fast-paced, international business environment
Experience working in matrix organizations and managing senior stakeholders
Knowledge & Skills
Strong business acumen and understanding of executive-level priorities
Excellent communication and stakeholder management skills
Ability to synthesize complex information into clear insights
Advanced proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Teams)
High level of discretion and confidentiality
Strong organizational and prioritization skills
Professional Competencies
Executive Communication
Stakeholder Management
Planning & Prioritization
Problem Solving & Judgment
Attention to Detail
Proactivity & Ownership
Core Competencies
Results Orientation
Impact & Influence
Communication
Customer Focus
Creating & Innovating
Teamwork
Leading Execution
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