Executive Assistant to Senior Leadership Team
1 day ago
Barcelona
ppbNoatum Maritime Services /b operates as local agents in ports, acting as the eyes and ears on the ground in over 1056 ports across 130 countries. Offering a broad range of Port Services, Commercial Liner Services, Ship Services, and Specialized Services, bNoatum Maritime Services /b supports clients by connecting the dots through their value chain from load port to discharge port. /p pOur clients include Cargo Owners, Traders, Miners, Oil Majors, Ship Owners, Ship Operators, and Ship Managers, handling a wide array of goods and vessel types such as containers, dry bulk, breakbulk, project cargo, crude oil, refined products, natural gas, and passengers. bNoatum Maritime Services /b differentiates itself through specific domain knowledge, local relationships, understanding of local nuances and risks, and the ability to leverage the assets and scope of services within their broader ecosystem to provide value‑added solutions to clients. /p pAs bNoatum Maritime Services /b continues to expand its operations, strategic initiatives, governance activities, and cross‑functional collaboration, the administrative and coordination needs of the Senior Leadership Team have grown significantly. Increased international travel, leadership meetings, and multi‑country business activities require a dedicated professional capable of managing complex scheduling, documentation, and stakeholder coordination. /p pThe bExecutive Assistant to Senior Leadership Team (SLT) /bat Noatum Maritime Services plays a pivotal role in supporting senior leadership through high‑level administrative, organizational, and communication tasks. This position requires a proactive, detail‑oriented professional capable of managing complex schedules, confidential information, and cross‑functional coordination in a fast‑paced, international maritime and shipping environment. /p pThe role provides high‑quality support to members of the NMS Senior Leadership Team, acting as a trusted partner across multiple executive portfolios and serving as a key liaison between leadership, internal stakeholders, and external partners. The bExecutive Assistant to SLT /b ensures seamless operations, effective time management, and prioritization of critical business activities while contributing to the successful execution of leadership priorities. /p pSuccess in this role is defined by the ability to anticipate needs, exercise sound judgment, maintain the highest standards of professionalism and discretion, and effectively support multiple stakeholders within a dynamic, global maritime organization. The bExecutive Assistant to SLT /b will collaborate closely with other Executive Assistants, functional teams, and business leaders to facilitate effective communication, coordination, and execution of leadership priorities across NMS. /p h3Key Responsibilities: /h3 h3Executive Calendar Travel Management /h3 ul liManage complex executive calendars, schedule meetings, and coordinate appointments across multiple time zones. /li liOrganize domestic and international travel arrangements, including visas, itineraries, accommodations, transportations, and related logistics. /li liAnticipate scheduling conflicts and proactively resolve them to optimize executive time and business effectiveness. /li /ul h3Communication Stakeholder Coordination /h3 ul liServe as a primary point of contact between assigned SLT members and internal/external stakeholders. /li liDraft, review, and manage correspondence, reports, presentations, and other business communications with a high degree of accuracy and professionalism. /li liCoordinate logistics for meetings, events, conferences, workshops, and leadership forums, including agenda preparation, documentation, and minute‑taking where required. /li liTrack actions arising from leadership meetings and follow up with stakeholders to ensure timely completion and accountability. /li /ul h3Administrative Operations Office Management (20% of time) /h3 ul liMaintain confidential files, records, and documentation in compliance with company policies and procedures. /li liProcess expense reports, invoices, procurement requests, and other administrative activities for supported SLT members and their functions. /li liSupport onboarding and administrative needs for new team members within the business. /li /ul h3Project Task Support /h3 ul liAssist with special projects, research activities, data collection, and preparation of business materials as assigned by senior leadership. /li liTrack progress on key initiatives and provide status updates to supported leaders. /li liLiaise with cross‑functional teams to ensure timely completion of assigned actions and deliverables. /li liIdentify and implement process improvements to enhance executive efficiency and information flow. /li liEnsure compliance with company policies, confidentiality requirements, and regulatory standards. /li liStay updated on best practices in executive support and relevant industry developments. /li liExercise sound judgment in prioritizing competing demands and managing sensitive matters. /li /ul h3We offer: /h3 ul liPermanent contract. /li liTicket Restaurant. /li liAccess to a flexible remuneration plan (medical insurance, transport…) /li liAfternoon off on your birthday. /li liContinuous training in our Corporate University (Learning Platform). /li liBeing part of a dynamic team with global impact. /li liA diverse work environment, with daily contact with people from different countries. /li /ul pAt Noatum, we ensure equality and non‑discrimination on the basis of sex, race, religion, disability, age, and sexual orientation in our recruitment processes. Our goal is to make the most of people’s abilities in all their diversity, avoiding any form of discrimination. /p ul liStudies in Administration, Management, Business Administration, or related fields will be valued. /li liSecretarial studies or Executive Assistant qualifications will be considered an additional asset. /li liAdvanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams). /li liAdvanced proficiency in calendar, travel, and meeting management tools. /li liProficiency in document management and digital filing systems. /li liFluent in English and Spanish (both written and spoken). Additional languages (e.g. Arabic or french) are a plus. /li liMinimum 5 years of experience in Executive Assistance, Senior Administrative Support, or equivalent roles supporting senior leaders, with demonstrated ability to support multiple stakeholders simultaneously and manage competing priorities within a multinational environment. /li liExcellent communication, relationship‑building, and stakeholder management skills. /li liHigh level of discretion and ability to handle confidential and sensitive information. /li liExceptional organizational skills, attention to detail, and proactive problem‑solving capabilities. /li liAbility to work independently while maintaining strong collaboration with cross‑functional teams. /li /ul /p #J-18808-Ljbffr