SENIOR EXECUTIVE BUSINESS ADMINISTRATION

For one of our main customers we are looking for a Executive Business Administration.The Business Development Team is looking for a dynamic, fun, and energetic profile to provide stellar support for the Corporate Vice President Industry, Apps, & Data . This position requires the ability to take on a variety of roles, work in a fast-paced and dynamic environment, and show exquisite attention to detail.This candidate should work well independently, is self-driven and collaborative. This position requires someone who is a systems thinker, has effective organization and communication skills, shows initiative, and the ability to handle multiple tasks simultaneously. General Data:Type of contract: IndefiniteHours: 08:00 - 17: 00h / Flexibility (40 hours)Location: MadridStart Date: ImmediateSalary range : 33K - 38KResponsibilities:Calendar ManagementProvides strategic calendar management and time planning support for Corporate Vice PresidentAligns calendar based on knowledge of manager's preferences and operating styles (e.g., personal needs, allocation to business priorities).May attend meetings and/or ensure follow-up as needed.Manages ambiguous situations.Cross-Functional Collaboration and CommunicationContinues to build and leverage network across organizations to enable their team and leader's work.Serves as a liaison between executives and teams.Communicates with external partners/audiences and third parties.Discipline Growth and DevelopmentActively seeks to mentors less experienced Business Support colleagues.Onboards and trains new Business Support staff.Develops and shares best practices and insights.Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding)Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process.Lands onboarding activities (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups) and provides support to new employees, vendors, and interns as an essential contact for questions and company information.Lands and manages headcount management activities including transfers/departures, reporting, offboarding, and transactions within headcount management tools.Event Coordination and LogisticsOwns the coordination, logistics, and direction for events.Proactively drives actions needed to ensure event outcomes (e.g., developing workback schedule, checkpoints leading up to an event).Acts as a point of contact for events (e.g., changes).LeadershipLeads by example and serves as a role model to Business Support colleagues by maintaining a professional attitude, demonstrating executive presence, influencing others, and encouraging self reflection during challenging situations.Project OwnershipBalances multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable.Takes accountability for project outcomes and drives stakeholder accountability through consistent communication.Streamlines processes, provides process improvements, and adjusts as needed.Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management)Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting.Partners with Finance to own expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance.Serve as interim approver for finance approvals.Vendor and supplier management, including ensuring they are set up for financial processing.Rhythm of Business (ROB)Understands and helps to implement rhythm of business (ROB) in line with recognized patterns, and proactively takes action on business cadence.Creates, builds, and adjusts plans within areas of responsibility in partnership with General Manager(s).Executes meeting cadence around the ROB of the leader(s).Uses discretion to determine a distribution plan for confidential internal and external communications and brings awareness to patterns.Space Management and PlanningMaintains and manages up-to-date space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, remote/location status).Coordinates large-scale space requests (e.g., annual office restacks, space build outs), liaising between admins and space planner and advocating for appropriate space for their team.Travel ManagementManages travel arrangements (e.g., accommodations, transportation, security, group codes) for manager(s) and/or group.Creates detailed itineraries/agendas for daily activities by building agenda and setting and managing travel expectations to maximize trip productivity.Executes on logistics of agenda (e.g., building agenda and expectations, briefing leader, sharing information with countries).Acts as a stand-by resource to address issues/escalations during business travel.Facilitates communication across stakeholders ahead of travel.Ensures required documents (e.g., immunization records, visas) are obtained for international travel.Guides less experienced colleagues, leveraging full knowledge of Microsoft travel policies.Manages and ensures compliance with relevant US Travel Tax Tool.Required Skills:Support a Corporate Vice PresidentEffectively manage a demanding workload under time constraints with a calm, confident and positive attitudeBe self-motivated, have effective communication and interpersonal skills, exercising sound judgment, tact, diplomacy, integrity and professionalism at all timesPossess an aptitude to work independently and be comfortable operating with ambiguityMulti-task and change direction in rapid response to a fluctuating work environment, and make timely decisionsPossess solid project-management and problem-solving skillsPrioritize among multiple projects with a positive attitudeAnticipate and remove administrative roadblocksAchieve results with a high degree of accuracy and attention to detailDevelop collaborative relationships with others who have a diverse set of working styles and perspectivesBe an active member of the admin team, working on stretch goals, training and participating in all team meetings and all hands5+ years Administrative or Business Support in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper level management.Proficiency in Microsoft Excel, PowerPoint, Outlook and Word.Ability to prioritize urgent situations and requests.Experienced with cross-team collaboration working across organizations and reporting boundaries to get things done.Proficiency with Microsoft Internal tools, i.e., Employee Central, ICIMS, OneNote, SharePoint, and Teams desireable.Ability to accommodate diverse working styles and perspectives of all individuals.Proven ability to prioritize own work and resources to complete projects on time and to solve routine problems effectively.Languages:English: minimum C1Please attach your CV in English. Many thanks.