Executive Assistant

Description

Job Summary: We are seeking an experienced and proactive professional to provide administrative support to the Largo Tempo Group companies and the Executive Board, ensuring smooth operations. Key Highlights: 1. Diverse and cross-organizational function 2. Close interaction with different business areas 3. Opportunity for professional development **Who We Are** The Largo Tempo Group seeks to strengthen its administrative team by hiring an Executive Assistant responsible for providing administrative, documentary, logistical, and operational support to the Group’s various companies, while simultaneously supporting the Executive Board’s organizational needs. We seek an experienced professional with a solid background in secretarial and administrative support roles, highly organized and proactive, ensuring efficient office operations, coordination of support services, and administrative follow-up on Executive Board matters. **Function Mission** Ensure efficient operation of the administrative and support services across the Largo Tempo Group companies, guaranteeing document management, operational coordination of offices, management of support services, and administrative support to the Executive Board—contributing to organizational structure, efficiency, and smooth business operations. **Main Responsibilities** **Administrative and Document Management** * Receive, register, distribute, and archive physical and electronic correspondence. * Organize and maintain up-to-date physical and digital archives for the Group’s companies. * Ensure accurate registration, organization, and control of administrative documentation. * Maintain and update document archiving systems and document-sharing platforms. * Support the management and control of contracts, licenses, insurance policies, and other administrative documents. * Prepare charts, lists, reports, and supporting documentation for business activities. **Operational Coordination of Offices** * Ensure smooth operation of offices and workspaces. * Identify operational needs and coordinate their resolution. * Liaise with external suppliers and service providers. * Request and monitor quotations for maintenance and support services. * Ensure proper organization of meeting rooms and shared spaces. **Canteen, General Services, and Fleet Management** * Manage canteen and consumables requirements across all locations. * Coordinate support services essential for office operations. * Administer the Group’s vehicle fleet. * Coordinate vehicle inspections, servicing, maintenance, insurance, and leasing processes. * Monitor preventive and corrective maintenance needs for facilities. **Administrative Support to Departments** * Provide administrative support to various organizational areas. * Handle general administrative tasks for the Group’s companies. * Support the documentary organization of internal projects and initiatives. * Ensure efficient routing of information and requests between departments. **Support to the Executive Board** * Organize national and international travel and business trips for the Executive Board, including reservations, accommodation, and transportation. * Prepare necessary documentation for travel and business trips. * Support the organization of meetings and appointments for the Executive Board. * Prepare documentation, presentations, and supporting information upon request. * Process and route correspondence addressed to the Executive Board. * Assist in preparing expense reports and administratively manage routine matters. **Reception and Logistical Support** * Receive clients, suppliers, partners, and visitors. * Handle telephone inquiries and route calls appropriately. * Support the organization of corporate events, training sessions, and internal meetings. * Provide necessary logistical support for company activities. ### **Benefits** * Join a solid and growing corporate group. * Diverse and cross-organizational function. * Close interaction with different business areas. * Professional stability and opportunity for development. * Remuneration commensurate with experience and qualifications demonstrated. * An additional vacation day on your birthday; * Health insurance plan (in accordance with company procedures); * Meal allowance: €9/day; * Transportation allowance; The LARGO TEMPO Group is committed to Sustainability and the achievement of the Sustainable Development Goals. This position is open to any qualified candidate, regardless of personal circumstances. We commit to Equal Treatment and Equal Opportunity for all applicants and oppose discrimination in all its forms. If you meet the stated requirements and are interested in this opportunity, please submit your application, accompanied by your CV, to https://careers.largotempo.com indicating "Executive Assistant" in the subject line.