Executive Assistant

About us:

Ferrovial Airports is one of the world’s leading private airport investors and operators.

Ferrovial is listed simultaneously on 3 stock markets: USA (Nasdaq), the Netherlands (Euronext Amsterdam), and Spain (IBEX 35).

The Airports business unit currently operates a portfolio of several airports including the New Terminal One at New York’s John F. Kennedy International Airport in the United States and Dalaman International Airport concession in Turkey.

Job Description:

Description:Executive Assistant provides comprehensive support to corporate executives including scheduling and planning meetings or events, coordinating travel, preparing and maintaining expense reports, preparing business letter correspondence, and effectively managing all essential tasks using excellent organizational and communication skills.The ideal candidate is available approximately 6 hours per day, 5 days per week. There is some flexibility around the exact schedule and total weekly hours.Essential Duties and Responsibilities:

• Recommend, coordinate and schedule national and international travel accommodations for members of the department to meet their business and personal needs via travel agency or online scheduling system
• Prepare and maintain expense reports using the CorPay system to reimburse employees for company expenses, while keeping in constant communication with our Madrid office to ensure the proper process is being followed
• Coordinate calendar availability for internal and external attendees to schedule meetings, conference calls, business meals and catering utilizing Outlook calendar or via phone, keeping in mind various time zone differences
• Perform general clerical duties for department to include but not limited to office management such as hosting guests and arranging building access, printing, binding presentations, and assisting with filing of deadline driven proposals as needed
• Provide assistance in preparation of presentation files in Microsoft PowerPoint format and review editing of presentations and memorandums as necessary
• Communicating with vendors, requesting proposals, negotiating pricing, and assist in finalizing all details and arrangements for such events
• Arrange, schedule and secure conference speaking opportunities for the executives, providing photo, bio, and other information while coordinating networking opportunities during conferences with other attendees using Outlook email or phone
• Develop and maintain relationships with executives’ contacts and contacts’ assistants to secure future meetings, calls and events using phone or Outlook email
• Organize, restock, replenish and the conference rooms and break room daily
• Perform other duties and responsibilities as needed

Qualifications (Knowledge, Skills & Abilities):

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required to fulfill those duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Ferrovial operates international offices and invests in Airports globally, and the ideal candidate will have multi-lingual capabilities. Native-level fluency in English is critical, and the ability to speak or write in other languages is additionally valuable.

Education & Experience:

• Bachelor’s degree preferred
• At least 5 years of experience with coordinating events, calendars, travels arrangements, expense reporting, office management, and administrative duties

Computer Skills:

• Must be able to demonstrate computer proficiency, especially with Microsoft Excel, Outlook calendar, Word and Power Point and other PC based programs