Campaign assistant / Secretary

Oceana is searching for a native English speaking person with experience in translations,   secretary duties and reception handling, with excellent Spanish language skills, who would like to become part of a dynamic and professional team. This is a full-time position to be carried out at Oceana offices in Madrid (Calle Leganitos 47).

Duties / Responsibilities

  • (High level) Native English and excellent Spanish and/or other languages.
  • Editing text in English and Spanish.
  • Provide secretarial support to our Science department.
  • Attend meetings in order to record minutes.
  • Compile, transcribe, and distribute minutes of meetings.
  • Writing and answering general letters, supervised by Science department.
  • Mail reception and distribution. Preparing mailings and packages to be mailed.
  • Maintain an adequate inventory of office supplies
  • Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spread sheet, database, and/or presentation software.
  • Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
  • Secretary is responsible for providing secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner.

               1.- Answering incoming calls, management and distribution of the calls received via Switchboard.

               2.- Customer service. Reception and notification of those involved.

  • Coordinating local, national and international courier services (both receiving and sending).
  • Maintenance of the appearance of the Reception area (desk, waiting area, shelves).
  • Assisting in all aspects related to the correct maintenance and operation of the office:
    1. Controlling office materials (including the kitchen)
    2. Coordinating the booking and use of the meeting Rooms
  • Providing general information about the organisation in English and Spanish to anyone who requires it.

Qualifications/Skills:

The incumbent must demonstrate the following skills:

  • team building
  • bookkeeping skills
  • analytical and problem solving skills
  • decision making skills
  • effective verbal and listening
  • communications skills
  • computer skills including the ability to operate computerized
  • accounting, spread sheet and word processing programs at a highly proficient level
  • stress management skills
  • time management skills

This is a varied and busy role and we are looking for someone who can arrange meetings, take minutes….

The successful candidate will be a self-motivated person with proven experience in working with translations, and ability to meet deadlines, work under pressure and respond promptly as necessary.

The candidate will be working in a multicultural and multi organizational environment; therefore it will be required strong skills for team building and networking.

Oceana seeks an experienced, team worker to be part of our European Office. He/she will be in close contact with all departments in Oceana and with our Offices in Copenhagen and Brussels.

Additional information:

The post will be based in Madrid. (Calle Leganitos 47).

Gross annual salary will be depending on the qualifications and experience of the candidate; the post is for 5 days/week; part time can not be discussed.

The post will initially be available for the period January 2013 – December 2013.

How to apply:

Qualified candidates please submit cover letter, resume and salary requirements to Oceana via e-mail ([email protected]) subject line Campaign assistant /Secretary. Unless otherwise stated, when applying for a job, you should ensure that you're already authorized to work in the country where the role is located.