We are seeking a highly versatile, adaptable, and proactive Executive Business Administrator to serve as the right hand to the Chief Operating Officer (COO). In this high-impact hybrid role, you will act as the operational engine of the executive office—handling everything from high-level scheduling and delegation to global trade show preparation, presentations, sponsorship management, and financial coordination.
The ideal candidate thrives in a fast-paced, fluid environment, enjoys wearing many hats, and is comfortable presenting to stakeholders one day and managing system data entry the next.
Key Responsibilities
- Executive Support & Operations: Manage complex executive scheduling, coordinate last-minute calendar changes, manage travel itineraries, and lead delegated operational activities on behalf of the COO.
- Trade Shows & Events: Oversee end-to-end preparation for trade shows, exhibitions, and industry events. Attend select events globally to manage on-site logistics, engage attendees, and represent the leadership team.
- Presentations & Communications: Build, edit, and deliver compelling presentation materials for internal alignment, external sponsorships, and trade show audiences.
- Data & System Administration: Maintain operational records, input and organize critical business data into core systems, and ensure cross-departmental alignment on key deliverables.
- Financial & Program Oversight: Track program progress and maintain a functional understanding of operational budgets, program financials, and corporate sponsorships.
Qualifications
- 3+ years of experience in an executive assistant, operations coordinator, or chief of staff support role.
- Proven experience coordinating trade show logistics, event management, or corporate presentation delivery.
- Strong business acumen with the ability to read and understand financial reports and program budgets.
- High proficiency with office productivity tools, CRM/ERP system data entry, and presentation software.
- Excellent communication, presentation, and cross-functional leadership skills
- Flexibility to travel on average 30-50% domestically and internationally, including some short-notice trips, with a valid passport.
Skills Required
- 3+ years of experience in an executive assistant, operations coordinator, or chief of staff support role
- Experience coordinating trade show logistics, event management, or corporate presentation delivery
- Ability to understand financial reports and program budgets
- High proficiency with office productivity tools, CRM or ERP system data entry, and presentation software
- Excellent communication, presentation, and cross-functional leadership skills
- Ability to travel domestically and internationally 30–50%, including short-notice trips
- Valid passport
What We Do
Indra Group (https://www.indragroup.com/) is the foremost Spanish multinational and one of the leading European companies that focus on defence and advanced technologies. It stands at the forefront of the defence, space, air traffic management, mobility, and Information Technology businesses through Minsait, and it integrates its sovereign AI, cybersecurity and cyberdefence capabilities into IndraMind. Indra Group is paving the way to a more secure and better-connected future through innovative solutions, trusted relationships and the very best talent. Sustainability is an integral part of its strategy and culture in order to overcome current and future social and environmental challenges. At the close of the 2025 financial year, Indra Group posted revenues of € 5.457 billion and had a local presence in 46 countries and business operations in over 140 countries.
