Job Title: Executive Assistant

Location: Barcelona, Spain, AdAcAp MI office

Reports to: Managing Director of PETNET International & AdAcAp MI [Joshua Nutting]

Position Overview:

The Executive Assistant will provide comprehensive support to the Managing Director/Head of PETNET International & AdAcAp MI and the broader leadership team across multiple European and international markets, including the UK, Portugal, Spain, Italy, Germany, Switzerland, France, and India. This role is designed to ensure smooth operations, improve efficiency, and handle administrative duties related to meetings, travel, congresses, and internal processes. The role requires you to be proactive, organized, and capable of managing multiple tasks across different regions with ease. A key part of this role is providing dedicated and effective support to the Managing Director and the commercial team, ensuring all administrative activities are streamlined and effective.

Key Responsibilities:

1)    Support for the Managing Director [50% of time]:

·       Provide efficient and effective administrative support, acting as a trusted assistant to the Managing Director.

·       Proactively address IT-related issues and anticipate the Managing Director's needs to enhance overall efficiency.

·       Responsible for managing complex meeting setups, ensuring that all logistics are handled seamlessly.

·       Facilitate the Managing Director’s calendar, ensuring optimal time management and coordination.

·       Act as the liaison for various teams, resolving issues and ensuring alignment with business goals.

2)    Support for AdAcAp MI Head of Finance, GM/Head of Commercial Sales & Chief Growth Officer [20% of time]:

·       Oversee calendar management and travel logistics to ensure timely and efficient scheduling.

·       Assist with monthly expense reporting.

3)    Support for the Leadership Team [25% of time]:

·       Support Leadership meeting’s agenda and logistics and be responsible for minutes and follow-up

·       Coordinate with the travel agency for logistical arrangements related to Leadership Team meetings and commercial team activities.

·       Provide internal control (where feasible) over expenses, ensuring they align with company policies.

·       Manage invoices and process payments for events, collaborations, and other business-related activities.

·       Facilitate collaboration with local institutions and manage internal processes to ensure alignment.

·       Support where possible to organize congresses and exhibitions, including events like SEMNIM (Spanish Congress) and other local collaborations (SAMN, SERFA, etc.).

4)    Additional Responsibilities [5% of time]:

·       Responsible for managing and maintaining Organizational charts and posting to intranet.

·       Assist with the creation, printing, and distribution of marketing materials for events and activities.

·       Be the primary point of contact for the EU business, similar to the US based Executive Assistant plays for the US, ensuring smooth communication and coordination across multiple regions.

·       Be responsible for launching the PETNET – AdAcAp MI top-down communications and keeping the distribution lists up to date

Qualifications & Experience:

Experience & Skills:

·       Proven experience in administrative support or executive assistance roles, preferably within an international, fast-paced business environment.

·       Strong organizational skills with the ability to manage multiple tasks simultaneously and prioritize effectively.

·       Excellent written and verbal communication skills, with the ability to work across multiple cultures and time zones.

·       High level of proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), along with experience in managing calendars and travel logistics.

·       Experience with expense management, invoice handling, and internal business processes.

·       Experience in organizing congresses, exhibitions, or similar events is highly desirable.

·       Proactive attitude and ability to anticipate the needs of senior management and leadership teams.

·       Ability to handle confidential information with discretion.

·       Fluency in English; additional language skills (e.g., Spanish, French, German) are a plus.

Travel:  Required to perform job function (up to 20%)

Working Environment:

This role requires the ability to work across multiple time zones and support a geographically dispersed leadership team. The position may require occasional travel and flexibility in working hours to accommodate different time zones and business needs. This is an on-site position and required to report to site at a minimum of 4 days per week.

Our Commitment:

We are committed to fostering a dynamic and inclusive workplace that encourages innovation and growth.  By joining our team, you will be part of a collaborative environment focused on driving business success and making a meaningful impact in the healthcare sector.  If you are passionate about strategic business management and thrive in a fast-paced, evolving environment, this is the perfect opportunity for you.