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 GVP’s 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.
* 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
* Experience : 4 years of experience as an administrative assistant, preferably in a tech or high-growth environment.
* Technical Skills : Proficient in Microsoft Office Suite, scheduling tools (e.g. Outlook Calendar), and corporate communication channels (e.g. Slack).
* Communication : Exceptional written and verbal communication skills in English.
* Organization : Strong attention to detail and ability to multitask in a fast-paced environment.
* Flexibility : Used to work with a team across multiple global markets and time zones.
* Interpersonal Skills : High emotional intelligence, professionalism, and ability to work with diverse teams.
* Problem-Solving : Proactive mindset with strong analytical and problem-solving skills.
* Confidentiality : Demonstrated ability to handle sensitive information with discretion.
* Proficiency in both English and Spanish are required.
This role typically operates in an office setting. Flexibility in hours may be necessary to accommodate the needs of the executive team.
We offer
* English-speaking environment and international team
* 25 days of paid vacation
* Private medical insurance and life insurance
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