Executive Assistant to the CPO and CTO

Overview

Executive Assistant to the CPO and CTO Jobs in Madrid, Community of Madrid, Spain at Swissport

Title: Executive Assistant to the CPO and CTO

Company: Swissport

Location: Madrid, Community of Madrid, Spain

Job Summary

We are seeking a responsible, proactive, energetic, and highly professional Executive Assistant to provide comprehensive organizational and administrative support to our Chief People Officer (CPO) and Chief Transformation Officer (CTO).

Job Responsibilities

• Manage and coordinate the CPO’s and CTO’s complex calendars, ensuring seamless meeting logistics, including international travel planning, itineraries, and bookings.
• Coordinate internal and external meetings, including Board and committee meetings.
• Provide day-to-day administrative and operational support across the HR and Transformation functions.
• Coordinate the NRC Committee meetings (4–5 per year).
• Lead and support company-wide initiatives such as internal conferences, leadership meetings, team offsites, and other corporate events.
• Ensure diligent monitoring and control of administrative processes, including expense tracking, systems access, and vacation approvals for the team.
• Attend meetings as required, take minutes and action items, and manage follow-ups.
• Act as Office Manager to ensure the smooth operation and organization of the Madrid
• Prepare and draft management presentations and reports.
• Manage internal and external correspondence, including handling sensitive and confidential information with discretion.

Qualifications And Competencies

• 6+ years of experience as a Personal Assistant or Executive Assistant in a high-growth environment, ideally supporting C-level executives.
• High proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.
• Ability to quickly understand complex situations and proactively manage sensitive matters with diplomacy and sound judgment.
• Strong multitasking and prioritization skills, with exceptional attention to detail, quality, and confidentiality.
• Hands-on, collaborative team player who thrives in an international and fast-paced environment.
• Excellent time management, organizational, and planning skills.
• Strong verbal and written communication skills.
• Fluency in English is required.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.