Executive Assistant

About the role

The Executive Assistant will provide high‑level administrative support to senior leaders of Noatum Maritime Services in Barcelona. This role is essential for ensuring smooth operations, effective time management, and seamless coordination across a global maritime environment.

Key responsibilities

• Manage complex executive calendars, schedule meetings and coordinate appointments across multiple time zones.
• Organise domestic and international travel, including visas, itineraries and accommodations.
• Serve as the primary liaison between the executive office and internal/external stakeholders.
• Draft, review and manage correspondence, reports and presentations with high accuracy.
• Coordinate logistics for meetings, events and conferences, including agenda preparation and minute‑taking.
• Maintain confidential files, records and documentation in line with company policies.
• Process expense reports, invoices and procurement requests for the executive office.
• Support onboarding and administrative needs for new team members within the division.
• Assist with special projects, research and data collection as required.

Required profile

• Proactive, detail‑oriented professional with strong judgment and discretion.
• Excellent organizational and multitasking abilities in a fast‑paced environment.
• Ability to handle confidential information with the utmost professionalism.
• Strong communication skills, both written and verbal, in English.

Required skills

• Advanced calendar and travel management.
• Effective stakeholder coordination and communication.
• Document handling and record‑keeping.
• Expense processing and basic procurement procedures.

What we offer

• Dynamic international maritime environment.
• Opportunity to work closely with senior leadership.
• Professional development within a global network.