Executive Assistant

Recruiter
Location
Madrid,
Salary
Competitive
Posted
01 Dec 2016
Closes
04 Jan 2017
Ref
2790424
Sector
Oil and Gas
Contract Type
Permanent
Hours
Full Time
The Executive Assistant is responsible for defined work or projects with moderate complexity. In this role you will follow an individual work plan and meets day-to-day short-term objectives and resolve issues through immediate action or short-term planning.

Essential Responsibilities


  • Provide overall office management and administrative duties such as phone coverage, call screening, memos and letters to the executive
  • Establish and maintain strong communication links with Group, Division, and Department level secretarial and administrative personnel
  • Proactively coordinate the executive's calendar, which is comprised of a heavy meeting schedule and extensive travel
  • Plan, schedule, and arrange business meetings and travel itineraries; maintain passport and visa requirements; prepare and reconcile expense accounts for the Division
  • Direct business contacts to appropriate managers
  • Make complex travel arrangements and coordinates itineraries
  • Process T&L expenses for the executive
  • Prepare presentations, reports, spreadsheets, meeting minutes and other business information
  • Assist in managing expense accounts and budgets
  • Provide discrete and confidential coordination of sensitive company information
  • Use discretion in interfacing with all levels of individuals, internally and externally
  • Anticipate needs and accomplishes responsibilities without direction
  • Prepare, evaluate, and edit incoming and outgoing communications for the executive
  • Manage multiple projects and priorities and initiates follow up to ensure timely achievement of commitments

    Qualifications/Requirements


    • High school diploma
    • GED with strong experience in an executive or administrative assistant position)
    • Spanish and high level of English (written and oral skills)
    • EU Work Permit
    Non-national candidates are responsible to know the minimum documentation requirements to be able to be contracted in country: NIE- Social Security Affiliation Number in Spain (NAF) and Bank Account in Spain. They must be in possession of them at the time of start hiring. GE will not sponsor this requirement.

    Desired Characteristics


    • Willingness and ability to work a flexible schedule when necessary
      Characteristics:

    • Strong organizational skills and exceptional attention to detail and accuracy
    • Ability to prioritize and anticipate needs
    • Ability to maintain confidentiality of highly sensitive information
    • Ability to deal with ambiguity and handle stressful and difficult situations with composure
    • Knowledge of GE policies / procedures
    • Ability to balance workload under short deadlines and changing priorities in a fast paced environment
    • Ability to maintain absolute security of highly confidential information
    • Internet proficiency and knowledge of web-based applications
    • Strong computer skills with proficiency in Microsoft Applications (PowerPoint, Word, Excel)
    • Strong oral and written communication skills
    • Strong interpersonal and leadership skills