Personal Assistant (Air Travel Technology)

Location: Barcelona, Spain. Hybrid arrangement with work from home up to 2 days per week depending on team needs; up to 30 days per year may be worked from any location in the world.

Company

hirify.global provides technology and communications solutions for airports, airlines, borders, and the global air travel industry.

What you will do

• Manage complex calendars for several senior leaders, protecting focus and preparation time and resolving scheduling conflicts.
• Coordinate internal and external meetings, leadership commitments, travel, itineraries, accommodation, ground transport, documentation, expenses, and purchase orders.
• Prepare forward-looking leadership briefs and ensure meeting materials, context, logistics, decisions, and follow-up actions are available on time.
• Track commitments, owners, deadlines, and overdue or blocked actions; distribute meeting notes and escalate when leadership intervention is required.
• Coordinate recurring executive administration, including performance reviews, year-end activities, objective-setting, talent reviews, mandatory training, approvals, and selected events.
• Triage supported leaders’ inboxes, handle agreed administrative correspondence, and apply sound judgment regarding confidentiality, access, and escalation.

Requirements

• At least 3 years of experience as a Personal Assistant, Executive Assistant, or in a comparable role within a fast-paced multinational organisation.
• Highly organised, proactive, and able to take ownership without detailed instructions.
• Strong judgment, tact, diplomacy, discretion, and confidence to challenge constructively while protecting leadership time.
• Ability to distinguish administrative coordination from matters requiring executive judgment, with excellent follow-through and attention to detail.
• Clear, concise written and verbal communication with fluent English; additional languages are an advantage.
• Comfort using Microsoft 365, including Outlook, Teams, Word, PowerPoint, and Excel.
• Ability to build trusted relationships across functions, geographies, and seniority levels.
• Flexibility, calmness under pressure, and effectiveness when priorities change at short notice.

Nice to have

• Additional language skills.

Culture & Benefits

• Inclusive multinational environment operating across 200 countries and 60 languages and cultures.
• Flex Day to adapt the workday to personal needs and plans.
• Employee Assistance Program and Champion Health wellbeing platform for employees and dependents.
• Professional development through LinkedIn Learning, Microsoft’s Enterprise Skills Initiative, Airport Council International, Pluralsight, Harvard Business Publishing, Stanford, and other programs.
• Competitive benefits aligned with the local market and employment status.