Personal Assistant to Business Director

Role Summary

As Executive Assistant to the Business Director, you will provide high-level, proactive, and confidential support to ensure the smooth running of professional agenda. You will act as a strategic partner, managing complex schedules, coordinating travel, handling communications, and supporting key projects. This role is embedded in the operational rhythm of La Roca Village and plays a pivotal role in aligning the Business Operations Director and the wider Directors with the La Roca Village Business Director.

Key Responsibilities

Schedule & Meeting Management

• Manage the Business Director’s calendar across multiple time zones and stakeholders, including scheduling, rescheduling, and prioritizing meetings, calls, and events.
• Coordinate with the Business Operations Director to ensure alignment on operational priorities, shared meetings, and strategic follow-ups.
• Act as a liaison between the Business Director and the Directors reporting into them, ensuring visibility of key deadlines, priorities, and decision points.
• Book meeting rooms, prepare agendas, and ensure all logistics are in place for internal and external meetings.
• Monitor attendance for key meetings and reschedule when necessary to ensure maximum impact.

Travel & Logistics

• Plan and manage all travel arrangements, including flights, hotels, transfers, and restaurant bookings.
• Collaborate with ATPI and Village Office Managers to ensure efficient and cost-effective itineraries.
• Prepare detailed travel packs and ensure all relevant information is accurately reflected in the Director’s schedule.

Communication & Administration

• Manage a high volume of emails, filtering and flagging for action or information, and ensuring timely follow-up.
• Draft and proofread communications, including emails, letters, and presentations.
• Take dictation and prepare correspondence as needed.
• Liaise with internal departments and Villages across Europe to ensure alignment and information flow.
• Handle confidential and personal matters with discretion and professionalism.

📊 Project & Operational Support

• Support the Business Director and Business Operations Director in preparing reports, presentations, and briefing materials.
• Assist with cross-functional projects and initiatives, ensuring deadlines and deliverables are met.
• Consolidate information from various sources into concise, actionable summaries.
• Track key milestones and ensure alignment across the Directors reporting into the Business Director.
• Manage monthly expense reports for BD (Oracle/VISA) and maintain organized filing systems.
• Executive Budget: manage it in terms of Pos (Oracle)

Skills & Qualifications

• Proven experience as an Executive Assistant or similar role in a fast-paced, international environment.
• Strong organizational and multitasking skills with the ability to anticipate needs and act proactively.
• Excellent written and verbal communication skills in English.
• High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Discretion, integrity, and a high level of emotional intelligence.
• Ability to work independently and collaboratively across teams and geographies.