We are seeking a highly organized, proactive, and detail-oriented Senior Administrative Assistant to support a Group Vice President at Oracle NetSuite. This role demands exceptional multitasking abilities, discretion, and professionalism to manage a diverse range of administrative, logistical, and operational responsibilities. The position involves working closely with an executive overseeing several hundred team members worldwide and managing a 300-person office in Barcelona.

 

Key Responsibilities

Executive Support

Manage and maintain the GVP’s complex calendar, including scheduling meetings across global time zones and resolving conflicts efficiently. Organize and coordinate international travel arrangements, including visas, accommodations, and itineraries. Prepare agendas and ensure follow-up on action items.

 

Office Leadership Support

Assist in the planning and execution of office-wide events, including team-building activities, leadership offsites, and employee engagement programs. Serve as a liaison between the GVP and the Barcelona office staff, ensuring smooth communication and alignment with company goals. Support office operations by collaborating with facilities, HR, and IT to address issues and improvements.

 

Team Coordination

Coordinate global meetings, town halls, and other team gatherings, ensuring seamless execution. Help onboard new team members by facilitating access to tools, systems, and key contacts.

 

General Administrative Tasks

Process expense reports, ensuring compliance with company policies. Proactively identify and implement ways to streamline administrative processes.

Career Level - IC1