Administrative Assistant

The role of the Administrative Assistant is to provide high-quality administrative support to both internal and external customers of the region and to maintain strong communication between the Barcelona office and other global offices. The position combines general administrative duties with some executive assistant tasks, including diary management and direct support to managers. The Administrative Assistant is expected to carry out responsibilities with professionalism, flexibility, and attention to detail, ensuring the office operates smoothly and efficiently at all times.

Responsibilities:

Office & Reception:

• Manage daily office operations and act as the main contact for vendors and suppliers.
• Meet and greet visitors in a professional manner.
• Operate the telephone system, including screening calls and distributing messages.
• Distribute incoming mail and manage outgoing shipments cost-effectively.
• Ensure the office is tidy, clean, equipped, and operational at all times.
• Order and maintain office supplies (stationery, beverages, equipment).

Administrative Support:

• Arrange travel and accommodation for employees according to company policy.
• Assist with travel bookings for managers and employees, including monthly reporting.
• Keep Outlook calendars up to date with meetings, conferences, and training sessions.
• Coordinate staff diaries and distribute messages when colleagues are absent.
• Prepare meeting rooms and refreshments for meetings, seminars, and training events.
• Book and coordinate seminars, training sessions, and company functions.
• Provide administrative support at events and attend when required.
• Take meeting minutes when necessary.
• Organize internal events such as team meetings and staff activities.
• Assist in the coordination of marketing materials, including localization and draft translations.
• Support the organization and coordination of training sessions.
• Coordinate with Finance for purchase orders, invoices, and supplier payments.
• Provide sales support administration, including reporting, tender documentation and inputting and updating customer records and data.
• Maintain and update company databases, files, reports, and correspondence.
• Provide administrative assistance to Customer Operations documents.
• Provide back-up cover for other admin staff in the region, and internationally.
• Undertake ad hoc duties/projects as requested by the Office Manager or Director of HR in order to meet business needs.

Executive Assistant Support:

• Provide direct support to the Regional Managing Director as requested, including diary support, scheduling meetings, calls and preparing expense claims.
• Coordinate diaries of senior managers and ensure schedules run smoothly.
• Prepare briefing materials, presentations, and reports as needed.
• Assist with confidential correspondence and maintain discretion at all times.

Qualifications and Skills/Attributes:

• Minimum 5 years’ experience in an administrative role, ideally in a corporate office.
• Strong organizational skills, able to manage interruptions and multiple tasks.
• Professional, proactive, and able to work independently or as part of a team.
• Fluent in Spanish and Catalan 
• Excellent English, written and spoken.
• Advanced skills in MS Word, Excel, and PowerPoint.
• Professional appearance and manner, with confidence in face-to-face interactions.
• Calm, polite, approachable, and able to communicate effectively.
• Discreet and reliable when handling confidential information.