Mission

Provide specialized support and operational coordination to the Senior Director Brand Activation and the Brand team, ensuring efficient and accurate execution aligned with business priorities.

Independently manage the Senior Director’s calendar, travel arrangements, and key administrative processes, anticipating needs, resolving issues, and ensuring appropriate follow-up on commitments.

Act as the point of contact for Travel & Expenses (T&E) policies and Concur across Iberia, promoting proper application and continuous process improvement.

Coordinate departmental information, vendors, and tools to facilitate decision-making and ensure a consistent experience for internal and external stakeholders.

Key Responsibilities

Coordination and Support to the Senior Director Brand Activation and Brand Team

• Proactively manage the Senior Director’s calendar, prioritizing meetings, identifying scheduling conflicts, and coordinating changes with internal and external stakeholders.
• Plan and organize meetings, prepare agendas and supporting documentation, take minutes, and follow up on agreements, owners, and target dates.
• Prepare and consolidate presentations, reports, and internal communications, ensuring quality, consistency, and confidentiality of information.
• Support the Brand leadership team with operational needs, meetings, visits, and cross-functional projects, acting as a coordination point when required.
• Act as the main point of contact and liaison with vendors, advertising agencies, event agencies, and other external partners, coordinating deliverables, documentation, and operational follow-up.
• Support the planning and execution of events, team meetings, international visits, and activations, coordinating schedules, logistics, materials, and vendors.
• Manage OTs, POs, and departmental invoices in SAP, following up on approvals and payments, identifying deviations, and escalating issues in a timely manner.
• Maintain up-to-date oversight of the department’s operational expenditure and prepare regular reports on invoicing, purchase orders, travel expenditure, and budget commitments to support decision-making.
• Coordinate and follow up on transportation invoices, shipments, deliveries, and material orders, ensuring accuracy and timely completion.
• Create, structure, and maintain the department’s SharePoint, establishing filing, version control, and access criteria to ensure documentation remains up to date and easily accessible.
• Identify opportunities to improve and standardize administrative and operational processes, proposing and implementing practical solutions.
• Manage material orders and other operational requirements for the department, optimizing resources and anticipating future needs.

Travel Organization and Management for the Brand Activation Department and Senior Director Brand Activation

• Plan and coordinate individual and group travel, including bookings, itineraries, documentation, changes, and issue resolution, in accordance with corporate policies.
• Manage and review the Senior Director’s expense reports, ensuring accuracy, appropriate supporting documentation, approval, and timely submission.
• Support the Brand leadership team with travel arrangements, coordinating alternatives and resolving travel-related issues.
• Coordinate with Sales and other functions on the logistics of international visits, including agendas, transportation, accommodation, meeting rooms, and materials.
• Monitor travel expenditure, identify optimization opportunities, and prepare regular reporting on travel volume, costs, and policy compliance.

Concur Iberia SPOC

• Act as the functional point of contact for queries related to Concur and T&E policies across Iberia, providing guidance to employees and managers.
• Coordinate with Finance, Concur Global, and other teams to resolve issues, follow up on cases, and communicate relevant changes.
• Prepare guidelines, communications, and information sessions to promote the correct use of the tool and compliance with applicable policies.
• Analyze recurring queries and issues, identify root causes, and recommend process improvements or preventive actions.

KPIs

• Satisfaction and quality of service provided to internal and external stakeholders.
• Timely delivery and quality in the management of calendars, meetings, travel, events, and visits.
• Accuracy, traceability, and processing time for OTs, POs, invoices, and expense reports.
• Quality of follow-up on invoices, shipments, deliveries, and operational issues, including timely escalation when required.
• Optimization of travel expenditure and level of compliance with T&E and Concur policies.
• Quality, accuracy, accessibility, and maintenance of the department’s SharePoint and documentation.
• Implementation of improvements that simplify processes, reduce issues, and increase operational efficiency.

Key Stakeholders

• Internal: Senior Director Brand Activation, Brand leadership team and wider Brand team, Marketing, Sales, Finance, Procurement, Legal, Internal Communications, IT, and Concur Global.
• External: Vendors, advertising and event agencies, media partners, travel agencies, transportation providers, and other authorized external partners.

Skills Profile

• Excellent communication, coordination, and influencing skills, with the ability to work effectively with stakeholders at different organizational levels.
• Strong negotiation skills and professional vendor management capabilities.
• High level of discretion, confidentiality, judgment, and accountability.
• Proactive and autonomous approach, with the ability to anticipate needs and make decisions within the scope of responsibility.
• Excellent organizational, planning, prioritization, and multitasking skills.
• Strong attention to detail, service orientation, and problem-solving capabilities.
• Analytical mindset with the ability to turn operational data into meaningful insights to support decision-making.
• Continuous improvement mindset and ability to design simple, clear, and scalable processes.
• Strong teamwork and cross-functional collaboration skills within an international and dynamic environment.
• Understanding of the communications, marketing, and brand activation environment.

IT Skills

• Microsoft Office: advanced level, particularly PowerPoint and Excel.
• Power BI: ability to prepare and maintain operational reports.
• SAP / S4: advanced user level for the management and tracking of OTs, POs, and invoices.
• SharePoint and collaboration tools: advanced level.
• Concur: advanced functional knowledge.
• Languages: Advanced English and fluent Spanish.

Education and Experience Requirements

• University degree, preferably in Executive Assistance, Business Administration and Management, Marketing, Communications, or a related field.
• Additional training in Marketing, Sales, Project Management, Events, or Travel & Expense management tools would be an advantage.
• Minimum of 2 years of professional experience in coordination, executive assistance, or specialized support roles, preferably within a multinational company.
• Demonstrated experience managing complex calendars, travel arrangements, meetings, vendors, invoices, and administrative processes with a high degree of autonomy.
• Previous experience within Brand, Marketing, Sales, or Communications teams and in international environments would be an advantage.