Personal Assistant

Job Description

Company Introduction

Our client is an international air services company.

Location

The role is based in Spain but requires frequent travel to various countries, including Italy, Greece, and others as needed. The Personal Assistant will be expected to accompany and support the Director of Operations, ensuring seamless assistance wherever they are, as they travel extensively.

Job Responsibilities and Duties

• Develop and manage office systems, including data organization and filing;
• Coordinate travel arrangements, visas, and accommodation, with occasional travel alongside the Director;
• Take notes, dictation, or provide assistance during meetings and presentations;
• Handle phone calls, inquiries, and requests, directing them appropriately;
• Welcome and assist visitors at all levels of seniority;
• Manage schedules, organize diaries, and arrange appointments;
• Oversee incoming emails, correspondence, and postal communications, responding on behalf of the Director when necessary;
• Record meeting minutes and maintain accurate documentation;
• Conduct background research and present key findings;
• Prepare reports, briefing materials, documents, and presentations;
• Arrange and attend meetings, ensuring the Director is well-prepared;
• Communicate and coordinate with clients, suppliers, and internal staff;
• Provide support with the Director's personal and family-related tasks and needs.
• Support additional tasks and responsibilities as required by the Director.

Experience

• Minimum of 1 year of relevant experience in a similar role;
• Strong command of English is essential; proficiency in Spanish or another European language is a plus;
• Proficient in basic computer applications.

Personal Skills

• Willingness to travel occasionally within Spain and internationally;
• Flexibility to work outside the office when required, such as attending meetings or business trips;
• Capable of handling multiple tasks efficiently;
• Ability to work well under pressure;
• Strong time management and organizational skills.