Personal Assistance CEO TIWS en MADRID, ES

 MISION:

Taking ownership of the role as asisstant and to act, at all times, in a courteous, professional and confidential manner. Use own initiative in taking work forward and flagging items.

MAIN DUTIES:

• Daily Management / Meetings – scheduling meetings/briefings, bringing forward relevant papers, booking meeting rooms, skype, bridges, telepresence and arranging hospitality.
• Meeting Preparation – proactively co-ordinating and understanding. Preparing briefing documents to ensure that Directors are fully prepared/briefed in advance of meetings. Ensuring adequate preparation/re time is scheduled.
• Correspondence - effectively managing post, e-mails, arranging couriers, exercising judgment in circulating information within the team and ensuring issues are followed to a satisfactory completion. Responsibility for following up on e-mail correspondence requiring action or reply and to note dates for required action as necessary. Providing updates on issues which happen in his absence.
• Travel Arrangements – organizing travel and accommodation arrangements in line with the company travel and security policies, including arranging meeting facilities off site if required. Collating and processing travel expense claims.
• General Administration – managing and drafting correspondence as directed.
• Customer and Supplier Support – receiving enquiries/complaints and using judgment to deal with them efficiently and appropriately ensuring they are followed to a satisfactory conclusion.
• Invoices – processing invoices including creating new suppliers, receipting purchase orders and sending off invoices and following up for payment.
• Travel & Accommodation and Suppliers costs tracking – Keep up to date records of department spend for travel and third party services and supplies.
• Computing: Operation of Microsoft Word/PowerPoint/Excel/Outlook/Inter/Intranet to advanced standard of speed, accuracy and layout - letters, memos, tables, presentation slides, general word processing.
• Document Preparation – occasional mending, formatting, binding and engrossing documents, scanning and photocopying, occasional audio dictation and copy typing.
• Team Support – provide basic/general administrative support to line managers of the team
• Personal - Dealing with personal arrangement for supported directors as required
 

SPECIFIC SKILLS:

• Be trustworthy and have the ability to manage sensitive and confidential information.
• Have excellent interpersonal skills with the ability to build relationships cross-functionally and within the team.
• Thrive at being challenged in a high-performance environment.
• Have ability to adapt to teamwork (or have skills for teamwork)
• Be highly proactive, with a very positive attitude
• Have a strong sense of initiative and ability to work unsupervised.
• Be keen to manage a busy and varied workload, with good time management
• Have the ability to work under pressure and multi-task.
• Demonstrate a high level of attention to details.
• Possess strong analytical skills and organizational skills with excellent file management ability.
• Be focused on continually improving quality of output produced.
• Have high-level IT literacy – particularly use of all Microsoft Office suite of applications.
• Be willing to work flexibly outside normal working hours

PROFESIONAL EXPERIENCE:

Minimum required years of experience: At least 5/8 years  
Expertise/Functional Area: Similar functions
• Reporting to Board or Senior Management level.
• Fluency in Spanish and English.

If you join Telefónica

You join almost 100 years of history, you join a team of 106 nationalities present in more tan 35 countries. You join a team that works to connect people wherever they are. We are leading the digital revolution with the enthusiasm of the first day in all our businesses, creating the best digital ecosystem for our clients: network, IoT, cloud, security, innovation etc. Here, at Telefónica you count with everything you need to be the best you. We need people like you that wants to take this challenge of creating the Telefónica of tomorrow.

#WeChooseEveryone

Our diversity makes us stronger and competitive. There is a place for everyone as we are. At Telefonica we work over 125.000 people from 106 different nationalities, seize and this opportunity. We choose it all… and yes, we choose everyone.