Executive or Team Assistant
3 days ago
Valencia
We are seeking a highly organized, proactive, and detail-oriented Executive or Team Assistant (m/f/d) to support our Partners and Managing Directors across multiple locations in Europe and beyond. This is a dedicated executive support role where excellence in organization, discretion, and anticipating needs are essential. As part of our collaborative Assistant team, you will ensure seamless day-to-day operations by managing complex schedules, coordinating international travel, and providing exceptional administrative support in a fast-paced environment. • Manage complex executive calendars across multiple time zones, proactively identifying and resolving scheduling conflicts, • Screen and prioritize emails, calls, and other communications, and draft routine correspondence such as meeting confirmations and scheduling requests, • Coordinate international travel, including flights, accommodation, ground transportation, visas where applicable, and detailed itineraries, with the flexibility to adapt plans at short notice, • Process expense reports, quarterly time tracking, invoices, and procurement related to executive activities, • Prepare reports, presentations, and other meeting materials as required, • Coordinate internal and external meetings and events, including room bookings, catering, guest registration, and restaurant reservations, • Handle highly confidential information with the utmost discretion and professionalism, • Act as a trusted liaison between executives and internal and external stakeholders, including investors, portfolio companies, and advisors, • Track follow-up actions and key deadlines arising from meetings to ensure timely execution, • Collaborate closely with Executive Assistants across all offices, providing support and coverage during absences, • Contribute to firm-wide initiatives and special projects, including internal and external events and merchandising activities, • 3-5+ years of experience as an Executive Assistant, Personal Assistant, or in a comparable executive support role, • Exceptional organizational skills with outstanding attention to detail, • Excellent time management skills and the ability to prioritize multiple competing demands, • Strong interpersonal and communication skills, with confidence interacting at all levels of seniority, • Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), Zoom, and the ability to quickly adopt new business systems, including travel, expense, and AI-enabled productivity tools, • Absolute discretion and professionalism when handling confidential information, • Calm, resourceful, and solution-oriented under pressure, • Highly proactive, anticipating executive needs before they arise, • Business-fluent English is essential; German would be an advantage, • Experience in Private Equity, Venture Capital, consulting, finance or insurance sector, • Experience in premium guest services, luxury travel, or other high-service environments where anticipating client needs is critical., • Strong digital aptitude and enthusiasm for leveraging new technologies to improve efficiency and productivity, • Bachelor’s degree preferred, • A stable and highly valued role within a leading international investment firm, • Close collaboration with senior leadership across multiple international offices, • A welcoming and experienced Executive Assistant team, with a collaborative culture and strong mutual support, • A modern office in the heart of sunny Valencia, • Flexibility to work from home one day per week, • Weekly delivery of office snacks, fresh fruit, and beverages, • Unlimited freshly brewed coffee from our bean-to-cup coffee machine, • Company-paid Uber Eats when working in the office after 7:00 pm, • Company-paid Free Now ride home when working in the office after 9:00 pm, • Opportunities to contribute to firm-wide initiatives and grow within a collaborative, international environment #J-18808-Ljbffr
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