Executive Assistant and Facilities Manager

Description

Job Summary: Support the Iberia Country Manager and the Operational Team by strategically managing executive and workplace operational assistance to ensure efficiency and organization. Key Highlights: 1. Strategic and operational support to management. 2. End-to-end office and general services management. 3. Coordination of calendars, travel, events, and key documentation. Job Purpose The primary role is to support the company’s Iberia Country Manager and the Operational Team (OT) as needed, while ensuring the proper functioning of offices and general services. This position combines strategic executive assistance functions with operational and logistical workplace management, ensuring efficiency, organization, and an optimal experience for employees and visitors. Key Accountabilities \& Responsibilities * Management / coordination of calendars, travel, documentation, and expenses for the Country Manager and OT. * Control, preparation, and safekeeping of minutes from key meetings, with particular emphasis on Leadership Team and Strategic Committee sessions—ensuring executive meeting room booking, agenda drafting, minute-taking, accurate identification of decisions, action items, responsible parties, and commitment dates, as well as follow-up to closure. * Internal and external liaison with Board members, key stakeholders, and clients. * Acting as the point of contact between leadership and other departments or external entities. * Reception and management of visitors, suppliers, attendance at meetings, minute-taking, and action tracking. * Compilation / archiving of confidential letters and other documentation. * Preparation of documentation, presentations, and reports. * Support on special projects assigned by leadership. * Organization and management of events and off\-sites in coordination with HR. * Office management, including: * Supervision and assurance of compliance with internal policies regarding office use and operations. * Conducting periodic inspections to assess the overall condition of facilities, coordinating mandatory reviews (fire extinguishers, fire alarms, and other security systems). * Ensuring appropriate implementation of Physical Security policies in coordination with Reception and on-site private security. * Addressing and resolving workplace-related incidents, guaranteeing proper operation of electrical systems, HVAC, and other technical services. * Supplies management: office supplies, merchandise, consumables, and other required resources. * Management and monitoring of office budgets, including procurement. Verification and tracking of invoicing and payments. * Maintaining relationships with property owners and other relevant contacts (maintenance, security, administration). * Coordination of internal logistics: organizing relocations, workstation reassignments, inventory control, and order placement. * Implementation of environmental best practices in the office, including reporting on critical ESG indicators.