Administrative Assistant to Management · Madrid · Central Services

Description

JOB DESCRIPTION **Purpose of the Position** To support the Management Team by performing the duties inherent to this role, thereby providing the necessary administrative support for the fulfillment of their responsibilities, under the supervision of the General Management. **Main Responsibilities** * Manage the calendar and maintain an updated and organized database of all contacts of the Management Team. * Organize meetings, hearings, and events involving the Management Team, covering all aspects related to materials, documentation, and logistics—both with Governing Bodies, internal meetings, and external individuals or entities. * Coordinate with various departments to monitor reports, deliverables, and projects assigned to Management. * Prepare documents for the Management Team by collecting, formatting, and organizing information from different departments, in order to draft reports, projects, or official documents. * Manage and update statutory procedures and associative matters, as required. * Support the preparation and submission of organizational reports and documents. * Provide support and assistance with internal communication tools. * Manage incoming and outgoing correspondence (physical and electronic) addressed to Management. * Handle telephone inquiries for the Management Team. * Personally receive visitors and follow up on institutional contacts, as required. * Arrange all logistics for travel and business trips undertaken by the Management Team and their respective departments. * Provide administrative support to meet the needs of any department reporting to the Management Team. * Assist departments reporting to the Management Team. * Support administrative tasks related to onboarding processes across the Organization’s departments. REQUIREMENTS **Education / Knowledge** * Higher Vocational Training or Medium-Level Vocational Training in Executive Assistance or equivalent academic qualification. * Advanced level of English (written and spoken). **Experience** * Minimum two years’ experience in a similar position. **Competencies** * Commitment. * Adaptability to change. * Teamwork. * Planning and organization. * Proactivity and initiative. * Ability to work independently. * Interpersonal and communication skills. **Desirable Qualifications** * Prior experience as a volunteer or staff member at CEAR. * Familiarity with Third Sector organizations, preferably those working with refugees and/or immigrants. * **Training and experience in event planning and protocol.** * Disability certificate indicating a disability level of 33% or higher. * Languages: French C1\. * Training in Gender Equality. **Offered** * Immediate hiring. * Full-time position, Monday to Friday. * Working hours: **8:00\-15:00**. * **Contract type: Permanent.** * 25 working days of annual leave \+ 5 public administration holidays per year (pro-rated based on start date and work schedule distribution). * Social benefits under the CUIDA(**R**) Program: a package of free or partially discounted services focused on physical well-being, emotional health (psychology sessions, physiotherapy, dental plan, nutritional counseling, among others), available to employees and their beneficiaries. * Remuneration according to CEAR’s salary scales and collective agreement. * Work location: **Madrid \- Central Services.** * Code: 000/261111019/26\_1845\_T\_01 ###### ***At CEAR, we operate with a firm commitment to equal opportunities, diversity, and non-discrimination, promoting safe, inclusive, and respectful workplaces for everyone. We reject all forms of discrimination based on gender, gender identity and expression, sexual orientation, origin, age, disability, religion, or other personal or social conditions. Our vision is centered on building a fairer and more respectful society.***