Executive Assistant to SVP & VP in Barcelona

About the role

Novanta is seeking a polished and proactive Executive Assistant to support the Senior Vice President of Corporate Development and the Vice President of Strategy and New Business Development. Based in Barcelona, this role ensures the executives’ time is maximized and strategic priorities are executed efficiently.

Key responsibilities

• Manage complex calendars for internal team meetings, project reviews, and corporate development sessions.
• Coordinate with the broader Executive Assistant team to schedule priority executive‑level meetings and cross‑functional project sessions.
• Provide ancillary support to corporate functions, create and maintain distribution lists, and draft communications as needed.
• Plan, book, and adjust domestic and international travel, including visas, accommodations, transportation, and meeting logistics.
• Prepare and file expense reports in a timely manner.
• Handle phone, email, and postal inquiries, and oversee day‑to‑day office operations such as supplies and facilities.

Required profile

• Experience in finance or corporate environments supporting senior leaders.
• Exceptional written and verbal communication skills with a high degree of discretion.
• Strong organizational abilities and flexibility to address urgent scheduling changes.
• Ability to manage confidential information responsibly.

Required skills

• Proficiency in calendar and travel management tools.
• Experience with expense reporting systems.
• Familiarity with office administration software (e.g., Microsoft Office suite).