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 b...