Executive Assistant to CCO and Reginal CEO

Job Title: Executive Assistant to CCO and Reginal CEO Location: Barcelona, Spain

About Hillebrand Gori: A DHL Global Forwarding Company

Hillebrand Gori is a powerhouse in beer, wine, and spirits logistics, with a heritage dating back to 1844, and has been part of the DHL Group since March 2022.

Specializing in the transportation and handling of delicate products, from individual bottles to large-volume shipments, our reputation is built on expertise, passion, and a deep understanding of the unique requirements of these sensitive products.

If you are passionate about logistics and customer service and want to join a global leader in beverage logistics solutions, you are in the right place.

Executive Assistant to CCO & Regional CEO

Job Purpose

Provide comprehensive executive support to the Chief Commercial Officer (CCO) and Regional CEO, ensuring effective management of priorities, seamless coordination of schedules, and efficient execution of administrative and business activities. Act as a trusted partner to senior leadership by managing complex calendars, coordinating travel, preparing management meetings, organizing executive events, tracking actions and deliverables, and supporting cross-functional projects while maintaining the highest levels of professionalism and confidentiality.

Key Responsibilities

Executive Calendar & Time Management

• Proactively manage complex and dynamic calendars for the CCO and Regional CEO.

• Prioritize meeting requests, resolve scheduling conflicts, and optimize executive time.

• Coordinate internal and external meetings across multiple time zones.

• Ensure leaders are adequately prepared for scheduled engagements.

Travel Management

• Plan and coordinate domestic and international travel arrangements.

• Manage flights, hotels, transportation, visas, and travel documentation.

• Prepare detailed travel itineraries and briefing materials.

• Handle travel-related expenses and reimbursement processes.

Meeting Preparation & Coordination

• Organize leadership meetings, business reviews, town halls, customer meetings, and management committees.

• Prepare agendas, presentations, briefing packs, and supporting documentation.

• Record key decisions, actions, and follow-up items where required.

• Coordinate logistics and stakeholder communications before and after meetings.

Follow-up & Action Tracking

• Track commitments, actions, decisions, and deadlines arising from leadership meetings.

• Monitor progress with stakeholders and ensure timely completion of agreed actions.

• Escalate risks, delays, or dependencies as appropriate.

• Maintain action trackers and executive dashboards.

Executive Events & Leadership Engagements

• Plan and coordinate management events, leadership conferences, off-sites, team meetings, and customer events.

• Manage venue selection, suppliers, catering, logistics, attendance tracking, and budgets.

• Ensure a professional and seamless experience for participants.

Project Coordination & Management Support

• Support strategic and business projects led by the CCO, Regional CEO, or Leadership Teams.

• Coordinate timelines, stakeholders, meetings, and project deliverables.

• Maintain project documentation and status updates.

• Prepare reports and presentations for leadership review.

Administrative Support

• Process invoices, purchase orders, expense claims, and receipts.

• Maintain records, filing systems, and confidential documents.

• Support procurement and vendor coordination when required.

• Ensure compliance with company policies and administrative procedures.

Communication & Stakeholder Management

• Serve as a key point of contact for internal and external stakeholders.

• Communicate professionally and confidentially on behalf of senior executives.

• Build strong working relationships across regions, functions, customers, and leadership teams.

• Facilitate effective collaboration across the organization.

Key Skills

• Executive Calendar Management

• Travel Coordination

• Meeting & Board Preparation

• Event Planning & Management

• Project Coordination

• Action Tracking & Follow-up

• Stakeholder Management

• Executive Communication

• Presentation Preparation

• Expense & Invoice Management

• Confidential Information Handling

• Time Management & Prioritization

• Problem Solving

• Microsoft Office Suite (Outlook, PowerPoint, Excel, Word, Teams)

• Organizational Effectiveness

• Business Acumen

Qualifications & Experience

Education

• Bachelor's degree or equivalent professional qualification preferred.

• Business Administration, Management, Hospitality, or related field desirable.

• Experience

• 3-5+ years of experience supporting senior executives, preferably at Director, CCO, CEO, Managing Director, or Regional Leadership level.

• Experience managing complex calendars and international travel arrangements.

• Experience coordinating executive meetings, leadership events, and cross-functional projects.

• Experience handling confidential and sensitive business information.

• Experience in multinational and matrix organizations preferred.

Success Profile

The successful candidate will demonstrate:

• Exceptional verbal and written communication skills in English and Spanish are essential.

• Exceptional organizational and planning abilities.

• Strong attention to detail and follow-through.

• Ability to manage multiple priorities simultaneously.

• High level of discretion, professionalism, and confidentiality.

• Strong interpersonal and communication skills.

• Ability to influence and coordinate stakeholders without direct authority.

• Proactive mindset with the ability to anticipate executive needs.

• Flexibility and resilience in a fast-paced environment.

There are plenty of rewards waiting for you:

• Competitive salary and free access to learning and development opportunities.

• Fresh fruit and massage sessions at the office.

• Sanitas private health insurance.

• 2 days of remote working per week, plus 2 additional remote working days per month.

• Employee share purchase plan with discounted company shares.

• Be part of an international and diverse network of colleagues.

• And much more...