ADMINISTRATIVA - ASSISTANT - OPERACIONES
Empresa
Active Development
Provincia
Barcelona
Ciudad
BARCELONA
Tipo de Contrato
Prácticas
Descripción
The position has been designed to provide organizational, administrative, and secretarial support to a high-level executives and consultants. Effective performance in this position demands excellent organizational, communication, and multitasking skills. The individual must be capable of working autonomously and making informed decisions.
Additionally, a high level of confidentiality, professionalism, and adaptability is required to handle changing situations and manage demands in a demanding and stressful work environment.
RESPONSABILITIES:
1. Daily Calendar Tracking: Provide support to the executives in charge of the program or project by monitoring the agreed-upon work schedule with the client.
2. Agenda Management: Schedule appointments, meetings, and events.
3. Communication: Manage phone calls, emails, and executive correspondence, paying careful attention to language, writing style, spelling, and grammar. Respond to inquiries or redirect them appropriately. Maintain an organized record of correspondence and ensure timely responses.
4. Client Meeting Assistance: Prepare necessary materials for in-person or virtual meetings with clients. Accompany the consultant and take necessary notes to summarize decisions made and schedule indicated follow-up actions.
5. Documentation and Presentations: Prepare and review documents, reports, presentations, and materials as instructed by the consultant. Ensure proper formatting and accuracy and coherence of information.
6. Program Meetings and Events Coordination.
7. Program Progress File Management: Create and maintain an organized and secure filing system for continuous access to program-related information.
8. General Support.
9. Confidentiality and Discretion: Ensure the confidentiality of sensitive information received from the client regarding the program and handle it discreetly.
10. Time Management: Assist the consultant in efficiently managing their time by reminding them of important tasks and deadlines. Profile: The position requires a highly organized, efficient, and reliable professional who can provide a high level of administrative and personal support.
1. Previous Experience: While not essential, previous experience in secretarial or personal assistant roles is valued, where organizational, administrative, and support skills and knowledge have been acquired.
2. Excellent Organizational Skills: The individual must be highly organized and capable of handling multiple tasks and managing priorities. They should effectively manage the consultant's schedule, schedule appointments and meetings, and maintain documents and files in order.
3. Effective Communication: Exceptional verbal and written communication skills are necessary. They must professionally interact with internal and external individuals of all levels, handle phone calls and emails effectively, and draft and review documents accurately.
4. Confidentiality: The nature of the job involves handling confidential and sensitive information. It's essential to maintain and ensure absolute confidentiality and discretion when dealing with delicate personal and business information.
5. Attention to Detail: The individual should be meticulous and pay attention to all details in every task they perform. This includes document review, travel planning, and meeting organization. Small errors can have a significant impact on efficiency and professional image.
6. Multitasking Abilities: The person must be able to handle multiple tasks and demands simultaneously, under pressure. They need the ability to prioritize and manage their time effectively to meet deadlines and responsibilities.
7. Digital Skills: Solid skills in using digital tools and office software, especially Microsoft Office 365 suite (Word, Excel, PowerPoint, Outlook), project management tools, and AI tools are important.
8. Adaptability: The individual must be flexible and capable of adapting to unexpected changes in the work environment.
Additionally, a high level of confidentiality, professionalism, and adaptability is required to handle changing situations and manage demands in a demanding and stressful work environment.
RESPONSABILITIES:
1. Daily Calendar Tracking: Provide support to the executives in charge of the program or project by monitoring the agreed-upon work schedule with the client.
2. Agenda Management: Schedule appointments, meetings, and events.
3. Communication: Manage phone calls, emails, and executive correspondence, paying careful attention to language, writing style, spelling, and grammar. Respond to inquiries or redirect them appropriately. Maintain an organized record of correspondence and ensure timely responses.
4. Client Meeting Assistance: Prepare necessary materials for in-person or virtual meetings with clients. Accompany the consultant and take necessary notes to summarize decisions made and schedule indicated follow-up actions.
5. Documentation and Presentations: Prepare and review documents, reports, presentations, and materials as instructed by the consultant. Ensure proper formatting and accuracy and coherence of information.
6. Program Meetings and Events Coordination.
7. Program Progress File Management: Create and maintain an organized and secure filing system for continuous access to program-related information.
8. General Support.
9. Confidentiality and Discretion: Ensure the confidentiality of sensitive information received from the client regarding the program and handle it discreetly.
10. Time Management: Assist the consultant in efficiently managing their time by reminding them of important tasks and deadlines. Profile: The position requires a highly organized, efficient, and reliable professional who can provide a high level of administrative and personal support.
1. Previous Experience: While not essential, previous experience in secretarial or personal assistant roles is valued, where organizational, administrative, and support skills and knowledge have been acquired.
2. Excellent Organizational Skills: The individual must be highly organized and capable of handling multiple tasks and managing priorities. They should effectively manage the consultant's schedule, schedule appointments and meetings, and maintain documents and files in order.
3. Effective Communication: Exceptional verbal and written communication skills are necessary. They must professionally interact with internal and external individuals of all levels, handle phone calls and emails effectively, and draft and review documents accurately.
4. Confidentiality: The nature of the job involves handling confidential and sensitive information. It's essential to maintain and ensure absolute confidentiality and discretion when dealing with delicate personal and business information.
5. Attention to Detail: The individual should be meticulous and pay attention to all details in every task they perform. This includes document review, travel planning, and meeting organization. Small errors can have a significant impact on efficiency and professional image.
6. Multitasking Abilities: The person must be able to handle multiple tasks and demands simultaneously, under pressure. They need the ability to prioritize and manage their time effectively to meet deadlines and responsibilities.
7. Digital Skills: Solid skills in using digital tools and office software, especially Microsoft Office 365 suite (Word, Excel, PowerPoint, Outlook), project management tools, and AI tools are important.
8. Adaptability: The individual must be flexible and capable of adapting to unexpected changes in the work environment.