The Role
We are seeking a proactive and highly organised Executive Assistant (EA) to support our Chief of Staff based in our Barcelona hub. As the Executive Assistant you will join an existing team of EAs and PAs supporting our leadership team.
As our ideal candidate you will have exceptional communication skills, a knack for strategic initiative support, and the ability to seamlessly manage both administrative and complex project-related tasks.
What will you be doing?
Calendar, Travel and Logistics
- Organise and prepare quarterly leadership team offsites, ensuring all logistical details are handled efficiently and with careful planning and attention to detail.
- Organise and coordinate all the logistic preparation ahead of Board meetings to ensure these events are successful and have no surprises for us and our investors.
- Prepare for meetings by ensuring all necessary materials, documents, and briefing notes are ready in advance whilst making sure availability of attendees and spaces.
- Ensure internal company events are successful by coordinating with various teams and EAs, being on top of logistics (not limited to venue, catering) and preparation of these.
- Manage travel arrangements for your Executive and Investors, including booking flights, hotels, meals, and transportation, and handle last-minute changes.
- Enable the scheduling of ad hoc meetings for the Leadership team by proactively assessing the agenda, attendees, spaces and availability.
- Create detailed itineraries with day-by-day schedules, encompassing all travel, meeting, and event details.
Administrative, Financial and Reporting support
- Manage all administration of expenses and invoices, purchase orders, reimbursements for your executive, its contractors and for team socials or other events.
- Assist with planning and tracking key projects, ensuring progress is communicated to stakeholders.
- Maintain a database of high-level contacts (e.g., locations for offsites, coaches, restaurants), key dates/deadlines, and special events (i.e. annual conferences).
Communication and Correspondence
- Help prioritise tasks and projects, ensuring focus on high-impact activities and be proactive to flag any bottlenecks to the CoS.
- Monitor, filter and manage your executives emails and incoming requests, prioritise urgent emails, draft responses, and manage follow-ups.
- Act as a communication bridge between your executive and internal teams.
- Be available to handle urgent situations that might arise
What will you need to succeed?
- Proven experience as an Executive Assistant for Senior Leadership ideally C level Executives.
- Proven expertise in managing a high-demand calendar, effectively prioritising and balancing competing requests with strategic focus.
- Proactive and able to anticipate the needs of the Executive.
- Ability to coordinate effectively with various teams and stakeholders to ensure timely and efficient progress.
- Experience in a fast paced corporate environment preferably a high growth software or technology organisation.
- Exceptional organisational and time-management skills.
- Flexibility and adaptability to changing priorities and demands.
- Attention to detail.
- Strong communication and interpersonal skills.
- Ability to handle confidential information with discretion.
- Proficiency in office software and tools (G Suite, Zoom, Slack) and some invoicing tools.
- Native level English a must with Spanish language skills are a plus.
- Ability to travel between our European hubs (London, Birmingham, Edinburgh, Barcelona, Berlin) as needed (infrequent).
- TravelPerk doesn’t require academic studies for this position. We select based on experience and potential, not credentials.
What you’ll have in return:
💰 Competitive compensation, including equity in the company;
🌴 Generous vacation days so you can rest and recharge;
💊 Health perks such as private healthcare or gym allowance, depending on location;
🧩 "Flexible compensation plan" to help you diversify and increase the net salary;
🥳 Unforgettable TravelPerk events, including travel to one of our hubs;
💙 A mental health support tool for your well-being;
📈 Exponential growth opportunities;
🫶 VolunteerPerk - We offer 16 paid hours per year that you can use to give back to society by volunteering for a charity of your choice;
🌎 "Work from anywhere" in the world allowance of 20 working days per year;
📚 IRL English or Spanish Lessons are held in the Barcelona office;
👶 Parental leave: 12 to 16 weeks, based on location and eligibility factors.
How We Work & Values
Our Vision is for a world where TravelPerk is the platform for human connection in real life (IRL). We take an IRL-first approach to work, where our team works together in person 3 days a week. As such, this role requires you to be within commuting distance of our Barcelona hub. We fundamentally believe in meeting in real life to improve connectivity, productivity, and creativity, ultimately making us a great workplace.
At TravelPerk, we prioritise experience and potential over academic qualifications for this role. We believe that talent and ability aren't always reflected in formal credentials.
TravelPerk is a global company with a diverse customer base—, and we want to ensure that the people behind our product reflect that. We're an equal opportunity employer, meaning you're welcome at TravelPerk regardless of your appearance, where you're from, or anything else that makes you.
You can check about our values here and see our IRL approach in this video. We'll guide you through our culture and explain how it will underpin your success in this role.
Read more about our latest updates here.
We provide relocation assistance for certain roles. Please specify your need for this in your application, and we will evaluate the possibility on a case-by-case basis. English is our official office language, so we request that resumes be submitted in English for effective communication.
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