Executive or Team Assistant

About the role

A leading international investment firm is looking for a highly organized, proactive and detail-oriented Executive or Team Assistant to support its Partners and Managing Directors across multiple locations in Europe and beyond. The role is about excellent organization, discretion and anticipating needs, ensuring smooth day-to-day operations through complex schedules, international travel coordination and administrative support in a fast-paced environment.

Key responsibilities

• Manage complex executive calendars across multiple time zones, resolving scheduling conflicts proactively
• Screen and prioritize emails, calls and communications, and draft routine correspondence such as meeting confirmations and scheduling requests
• Coordinate international travel, including flights, accommodation, ground transport, visas where applicable and detailed itineraries, adapting plans at short notice
• Process expense reports, quarterly time tracking, invoices and procurement related to executive activities
• Prepare reports, presentations and other meeting materials
• Coordinate internal and external meetings and events, including room bookings, catering, guest registration and restaurant reservations
• Handle confidential information with discretion and act as a liaison between executives and stakeholders such as investors, portfolio companies and advisors
• Track follow-up actions and key deadlines, and support colleagues across offices during their absences
• Contribute to firm-wide initiatives and special projects, including events and merchandising

Required profile

• 3-5+ years of experience as an Executive Assistant, Personal Assistant or in a comparable executive support role
• Exceptional organizational skills, attention to detail and time management, able to prioritize competing demands
• Strong interpersonal and communication skills, confident at all levels of seniority
• Business-fluent English is essential; German would be an advantage
• Preferred: experience in private equity, venture capital, consulting, finance or insurance, and in premium guest services or luxury travel
• Bachelor's degree preferred

Required skills

• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)
• Zoom and quick adoption of new business systems, including travel, expense and AI-enabled productivity tools

What we offer

• A stable role in a leading international investment firm, close to senior leadership across international offices
• A welcoming Executive Assistant team and a modern office in Valencia
• One day per week working from home
• Office snacks, fresh fruit and beverages delivered weekly, and unlimited freshly brewed coffee
• Company-paid Uber Eats after 7:00 pm and Free Now rides home after 9:00 pm when working in the office