Deputy Executive Assistant
1 day ago
Madrid
Role Overview We have an exciting opportunity for someone to join us as a Deputy Executive Assistant in Global Admin Team to work in a truly global environment where the overall purpose of the role is support senior leadership by handling their backend business operations and reporting to Executive Assistant, Volcafe . The role provides long term development potential for someone eager to demonstrate their skills and experience in the fast-paced soft commodities environment. Volcafe Ltd is one of the world’s leading international green coffee trading companies, operating in over 20 countries globally. Our expertise spans green coffee procurement and preparation, sustainability, blending, quality control, risk management and export as well as importing and distribution. We supply the world’s major coffee roasters and retail distributors with their green coffee requirements, with significant strategic growth ambitions for the future. We are part of ED&F Man Commodities , a world leading trader of agricultural products including coffee, sugar, molasses and animal feed. Volcafe works across the whole green coffee supply chain to make coffee business better, together with our partners and employees. We have built and operate sustainable coffee supply chains across all our origins, addressing key economic, social and environmental issues in coffee farming communities. Our Volcafe Way farmer support programme engages with thousands of coffee farmers and provides a holistic response to the challenges they face. This role will be based in Volcafe office in Madrid, Spain. Key Accountabilities: • Support the organization of international events and meetings., • Ensure calendar appointments are scheduled accurately and include all relevant details., • Prepare and submit expense reports in a timely manner., • Coordinate delivery of parcels and other essential services., • Manage the procurement of office supplies, maintaining inventory in collaboration with the Swiss office; anticipate needs, place and expedite orders, and verify receipt., • Book restaurants and arrange courier services as required., • Coordinate the collection of signatures on documents, ensuring proper submission and filing., • Handle sensitive and confidential information with discretion., • Respond to inquiries via email, telephone, or in person, providing accurate and helpful information., • Draft and distribute professional correspondence, including memos, letters, and emails., • Review and enhance administrative systems for greater efficiency and effectiveness., • Oversee clerical duties and administrative processes, addressing issues with professionalism and courtesy., • Contribute to knowledge sharing by supporting the training of other administrative team members and sharing best practices., • Proactively identify opportunities for operational improvements through process optimization, digitization, and simplification. Skills and Experience: • A proven administrative assistant background supporting the Executive / C Suite team., • Knowledge of office management systems and procedures., • Excellent time management skills and ability to multi-task and prioritise work., • Attention to detail and problem-solving skills., • Excellent written and verbal communication skills in English., • Strong organizational and planning skills., • Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)., • Familiarity with expense management tools (e.g., Concur)., • Experience with collaboration platforms (e.g., Teams, Zoom, Slack)., • At least 8 years of experience in the field or in a related area in an international environment., • Bachelor’s degree or advanced certifications in a relevant field preferred. We recognise that talent comes in many forms, and we value potential just as much as experience. If this role excites you but you don’t meet every requirement, we still encourage you to apply. Our Offer We provide a fast-paced, stimulating and truly global environment, which will stretch your abilities and channel your talents. We also offer competitive salary and benefits combined with outstanding career development opportunities in one of the global leaders in soft commodity trading. Our Values Respect, Integrity, Meritocracy, Client Focus, Entrepreneurship Volcafe shares the values of our parent company, ED&F Man Commodities. Our values define who we are. They are the fundamental beliefs that determine our actions and guide our behaviour. They influence the way we communicate and collaborate, and define the way we engage with our clients, partners, and communities. Our Commitment Volcafe shares the commitment of our parent company, ED&F Man Commodities. We are committed to creating and sustaining an inclusive and diverse work environment where all employees are treated with dignity and respect. We are committed to promoting equal opportunities in employment and are focussed on actively building and developing diverse teams. All qualified applicants will receive equal treatment without regard to race, colour, sex, gender, age, religion or belief, ethnic or national origin, marital or civil partner status, physical or mental disability, military or veteran status, sexual orientation, gender reassignment (identity, gender expression), genetic information or any characteristic protected by local law. We are willing to make any reasonable adjustments throughout our recruitment process. To apply you must have the right to work for the provided location.
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