Executive assistant

Descrizione del lavoro:

Grupo Planeta

Somos el primer grupo editorial y de comunicación español, de capital familiar, que lidera una amplia oferta al servicio de la cultura, la formación, la información y el entretenimiento audiovisual, con presencia en más de 20 países, conectando con 25 millones de personas cada día. Todos los profesionales y empresas del Grupo Planeta compartimos unos principios que tienen como base las personas, la ética, la calidad y la excelencia en el trabajo.

¡Te invitamos a conocernos!

Descripción de la oferta

The Executive Assistant serves as the right hand to our General Manager, providing high-level administrative, organizational, and strategic support. This role ensures the smooth running of daily operations, anticipates needs, and acts as a critical liaison between the Executive Office and internal/external stakeholders while upholding the highest standards of confidentiality and professionalism.
Key Responsibilities
Calendar & Inbox Management
* Plan and control the Director's schedule and email inbox-coordinating meetings, appointments, travel, presentations, and all related logistics.
* Screen, prioritize, and route correspondence to optimize the General Manager's time.
Liaison & Communication
* Serve as the primary interface between the Executive Office and all departments, the secretarial pool, and other division leaders.
* Facilitate the smooth flow of information and follow-ups across the organization.
Issue Resolution
* Handle inquiries and resolve problems within delegated authority, relieving routine burden from the Director.
* Anticipation & Oversight Proactively monitor organizational needs (incidents, questions, resource gaps) and act before issues escalate.
* Documentation & Confidential Filing Draft, edit, and format presentations, meeting minutes, and other documents; manage secure filing and archiving.
* Reception & Visitor Management Receive and attend to calls and visitors, ensuring a professional and hospitable experience.
* Event Planning Plan and execute internal/external events, from concept to follow-up (venues, vendors, budgets, logistics).
* Travel Coordination Book domestic/international travel for executives and employees via the corporate agency, balancing service quality, policy compliance, and cost control.
* Expense & Contract Administration Track budgets, reconcile expenses, follow up on invoices, manage vendor contracts, and circulate documents for signature.
* Reporting Compile regular status updates and ad-hoc reports on departmental KPIs, project milestones, and budget performance.
* Emergency Response Act decisively in emergencies, adhering to company prevention and response protocols.

Requisitos

Required QualificationsCategoryRequirements
Education
* Bachelor's degree in Business Administration, Communications, or a related field (or equivalent work experience).
Experience
* 5+ years supporting C-suite or senior executives, ideally in a multinational environment.
* Proven success managing complex calendars, travel, and confidential information
Technical Skills
* Advanced proficiency in Microsoft Power Point (storyboarding, formatting, visual polish) and Excel (pivot tables, look-ups, basic data analysis).
* Full Microsoft 365 suite; familiarity with virtual-meeting platforms (Teams, Zoom, etc.).
Language
* Native-level Italian and fluent English required; additional languages as Spanish are highly valued.
Core Competencies Exceptional organization & prioritization
* Discretion and trustworthiness
* Strong written & verbal communication
* Proactive problem-solving & resourcefulness
* Budget awareness & cost control
* Teamwork and interpersonal finesseWorking Conditions & Other Details
* Schedule: Full-time, ability to handle after-hours or weekend requests when urgent