Executive Assistant

General Overview

Functional Area:    BUS - Business Services        
Career Stream:    ADS - Administration        
Role:    Team Leader 3                
Job Title:    Administration Team Leader 3        
Job Code:    TL3-BUS-ADM        
Band:    Level 08                
Direct/Indirect Indicator:    Indirect

Summary

Celestica Valencia is seeking a highly organized and proactive Executive Assistant to cover a medical leave with an estimated duration of 6 months. The selected candidate will be a core pillar in the administrative and logistical support for the General Manager and the leadership team, customer experience management (Customer Care and Branding), and support for the Human Resources team and overall office administration.

If you are a problem-solver with excellent communication skills and proficiency in management and office tools, this is an opportunity to prove your value in a demanding and international corporate environment.

This role will report to the Site General Manager.

Detailed Description

The role is multi-functional, focusing on four main areas:

1. Executive Support and Administration:

• Management of the meetings calendar for the General Manager and the leadership team.
• Support of corporate travel through an agency, including hotel and transportation bookings.
• Management and processing of travel requests and expense settlements using the SAP Concur tool.
• Coordination of urgent documentation shipments via courier and postal mail.
• Order, File, and Invoice Management for various services (e.g., Merchandising, office supplies, catering services, memberships) using SAP and IVALUA.

2. Customer Care and Visitor Management:

• Comprehensive management of on-site visitors
• Maintenance of visitor files (Drive) and updates to Visitor Management procedures on the Intranet.
• Coordination of room bookings for internal and customer meetings via Google Calendar.
• Coordination of catering services (lunches, breakfasts) for visitors and preparation of breakfast buffets for customer visits.
• Updating the Intranet and ensuring compliance with the Celestica Customer Care Service Procedure.
• Site Branding: Collaboration with the corporate and facility maintenance team to ensure alignment with brand standards.

3. Internal Communication and Employee Events:

• Organization of corporate and volunteer events to boost Employee Engagement.
• Management of internal communications
• Telephoning.

4. HR and Office Services Support:

• Management of time attendance.
• On-site contact for Catering and Canteen Service, including menu monitoring and control, and monthly invoice filing.
• On-site contact with the corporate Travel Agency for Valencia travellers.

Knowledge/Skills/Competencies

Physical Demands

• Organization and Planning: Strong organizational and time management skills, ability to manage multiple tasks simultaneously, and prioritize effectively.
• Internal Communication and Customer Service: Excellent interpersonal and communication skills, with a clear focus on service for internal and external customers.
• Attention to Detail: Accuracy in handling documentation, invoices, and expense settlements.
• Proactivity and Problem Solving: Ability to anticipate needs and resolve issues autonomously.
• Language: English (oral and written) proficiency is mandatory.
• Valuable Language: Knowledge of the German language will be considered a plus.

Typical Experience

• Proven experience in a similar role such as Executive Assistant, Management Assistant, or Multifunctional Administrative Support.
• Advanced proficiency in Microsoft Office (PowerPoint, Word, Excel).
• Advanced experience in Google Workspace and calendar management tools.
• Experience with travel and expense management systems (SAP).
• Knowledge or experience with order and invoicing management systems (SAP)

Notes

This job description is not intended to be an exhaustive list of all duties and responsibilities of the position. Employees are held accountable for all duties of the job. Job duties and the % of time identified for any function are subject to change at any time.