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Personal Assistant

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SITA

2mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Madrid

AI generated summary

  • You need 5+ years in a similar role, a secretarial or office admin diploma, fluency in English, high PC literacy, and strong multitasking skills. Must handle confidential info with discretion.
  • You will manage calendars, coordinate meetings, handle travel arrangements, process expenses, draft communications, and assist in project management while maintaining confidentiality.

Requirements

  • Minimum 5 years’ experience in a similar role acquired in a fast-paced multinational business environment.
  • Secretarial diploma or College Diploma in office administration or equivalent
  • English fluency and excellent communication skills
  • High level of PC literacy
  • Ability to work independently to prioritize workload and carry out multiple tasks simultaneously.
  • Capability to handle information where issues of confidential and/or sensitive nature are involved.
  • Innovative, flexible, and proactive approach
  • You adapt quickly and gain an understanding of the requirements of a senior executive.
  • You deal effectively with diverse situations that require sound judgment, tact and diplomacy.

Responsibilities

  • Scheduling meetings, appointments, and managing the executive's calendar. Helping the executive prioritize tasks and manage their time effectively.
  • Meeting coordination and preparing materials for meetings, arranging facilities, and coordinate agenda. Making sure the SVP has all relevant presentations/document ready before every meeting.
  • Provide administrative support during management meetings, including taking notes and managing logistics.
  • Booking flights, accommodations, transportation, and organize the agenda for business trips.
  • Handling and Flag emails to the executive/responding to emails on behalf of the executive when necessary.
  • Drafting communications and formatting documents, presentations, compiling information from different people
  • Tracking and processing expense reports, managing reimbursements, and verifying team expense submissions.
  • Overseeing purchase orders and invoice tracking for executive.
  • Assisting in project management, coordinating tasks, and deadlines.
  • Acting as a liaison between the executive, direct reports and other staff or external parties.
  • Maintaining confidentiality of sensitive information and documents.

FAQs

What is the primary role of the Personal Assistant?

The primary role of the Personal Assistant is to assist a Senior Vice President with all administrative and coordination matters, ensuring smooth operations within their office while handling various tasks such as scheduling meetings, managing the executive's calendar, and providing comprehensive secretarial services.

What qualifications are required for the Personal Assistant position?

A minimum of 5 years’ experience in a similar role within a fast-paced multinational business environment, a secretarial diploma or college diploma in office administration or equivalent, fluency in English, and strong PC literacy are required for this position.

Is experience in a fast-paced environment necessary?

Yes, at least 5 years of experience in a similar role acquired in a fast-paced multinational business environment is necessary.

What kind of support does the Personal Assistant provide during meetings?

The Personal Assistant provides administrative support during management meetings, including taking notes, managing logistics, and ensuring the SVP has all relevant materials prepared beforehand.

Are there opportunities for professional development in this role?

Yes, there are opportunities for professional development, including access to training platforms such as LinkedIn Learning to enhance your skills.

How flexible are the work arrangements?

The work arrangements are flexible, allowing the Personal Assistant to work from home up to 2 days a week, to customize their workday to suit personal life, and to work from any location in the world for up to 30 days a year.

What does the Employee Wellbeing program include?

The Employee Wellbeing program includes an Employee Assistance Program (EAP) available 24/7 for you and your dependents, as well as Champion Health, a personalized platform that supports various wellbeing needs.

What is the company's stance on diversity and inclusion?

The company values a diverse workforce and operates in 200 countries, promoting an inclusive environment and encouraging individuals from diverse backgrounds to apply.

What kind of skills are important for this role?

Important skills for this role include the ability to prioritize workload, handle confidential information, adapt quickly to a senior executive's requirements, and manage multiple tasks simultaneously with sound judgment and diplomacy.

Is there a specific work culture at SITA?

Yes, SITA fosters a comfortable and fun work culture, emphasizing diversity, inclusion, and employee satisfaction through flexible working arrangements and support programs.

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SITA

Dedicated and committed to the air transport industry

Consulting
Industry
1001-5000
Employees

Mission & Purpose

SITA operates in the aviation industry, providing IT and communication solutions for airports, airlines, and air transport companies. Their services include airport management systems, passenger processing solutions, baggage handling systems, and air traffic management solutions. SITA's ultimate goal is to enhance the efficiency, safety, and overall passenger experience in air travel through innovative technology solutions. Their purpose revolves around facilitating seamless communication and data sharing within the aviation industry, enabling airports and airlines to optimise their operations, improve customer service, and ensure a smooth travel experience for passengers. SITA aims to be a trusted partner in the aviation sector, driving digital transformation and technological advancements to shape the future of air travel.

Benefits

  • Lifestyle

    We provide you with access to the medical care you need, life insurances and competitive retirement savings to help prepare for the future.

  • Live a healthy life

    We actively encourage a healthy lifestyle, offering location-based initiatives, like exercise or stress relief classes, to our global employee assistance program.

  • Enjoy quality time

    With our generous vacation and leave provisions, you’ll be able to take time away from the office to recharge, spend time with family or pursue personal interests.

  • Care for your family

    We support you and your loved ones through various stages of life, with parental and adoption leaves as well as information, resources and care programs.

  • Our Employee Assistance Program

    The service is there for you and your family, any time, with real, practical help. It supports your mental, physical, social, and financial well-being, whether you're thinking about quitting smoking, eating healthier, struggling with stress or anxiety, or you could use some help managing a big change or challenge in your life. You can turn to the EAP for support and strategies from an expert advisor or a referral to a counseling.

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