Personal Assistant to Business Director
Barcelona, ES, 08430
Full Time
Role Summary
As Executive Assistant to the Business Director, you will provide high-level, proactive, and confidential support to ensure the smooth running of professional agenda. You will act as a strategic partner, managing complex schedules, coordinating travel, handling communications, and supporting key projects. This role is embedded in the operational rhythm ofLa Roca Village and plays a pivotal role in aligning the Business Operations Directorand the wider Directors with the La Roca Village Business Director.
Key Responsibilities
Schedule & Meeting Management
- Manage the Business Director’s calendar across multiple time zones and stakeholders, including scheduling, rescheduling, and prioritizing meetings, calls, and events.
- Coordinate with theBusiness Operations Directorto ensure alignment on operational priorities, shared meetings, and strategic follow-ups.
- Act as a liaison between the Business Director and the Directors reporting into them, ensuring visibility of key deadlines, priorities, and decision points.
- Book meeting rooms, prepare agendas, and ensure all logistics are in place for internal and external meetings.
- Monitor attendance for key meetings and reschedule when necessary to ensure maximum impact.
Travel & Logistics
- Plan and manage all travel arrangements, including flights, hotels, transfers, and restaurant bookings.
- Collaborate with ATPI and Village Office Managers to ensure efficient and cost-effective itineraries.
- Prepare detailed travel packs and ensure all relevant information is accurately reflected in the Director’s schedule.
Communication & Administration
- Manage a high volume of emails, filtering and flagging for action or information, and ensuring timely follow-up.
- Draft and proofread communications, including emails, letters, and presentations.
- Take dictation and prepare correspondence as needed.
- Liaise with internal departments and Villages across Europe to ensure alignment and information flow.
- Handle confidential and personal matters with discretion and professionalism.
- Support the Business Director and Business Operations Director in preparing reports, presentations, and briefing materials.
- Assist with cross-functional projects and initiatives, ensuring deadlines and deliverables are met.
- Consolidate information from various sources into concise, actionable summaries.
- Track key milestones and ensure alignment across the Directors reporting into the Business Director.
- Manage monthly expense reports for BD (Oracle/VISA) and maintain organized filing systems.
- Executive Budget: manage it in terms of Pos (Oracle)
Skills & Qualifications
- Proven experience as an Executive Assistant or similar role in a fast-paced, international environment.
- Strong organizational and multitasking skills with the ability to anticipate needs and act proactively.
- Excellent written and verbal communication skills in English.
- High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Discretion, integrity, and a high level of emotional intelligence.
- Ability to work independently and collaboratively across teams and geographies.
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