Executive Assistant

We are seeking a polished, proactive, and detail‑oriented Executive Assistant to support our SVP of Corporate Development and our VP of Strategy and New Business Development. This role is critical to ensuring each executive’s time is maximized and strategic priorities are executed efficiently. The ideal candidate will have experience in finance or corporate environments, exceptional communication skills, and the ability to handle confidential information with discretion. This role is a visible part of Novanta’s brand and based in Barcelona, Spain.

Responsibilities

• Be a trusted partner and provide overall administrative support to SVP Corporate Development & VP Strategy and New Business Development.
• Manage calendars for internal team meetings, project meetings, corporate development meetings, and be creative and flexible to address urgent scheduling requests.
• Collaborate closely with the Executive Assistant team to synchronize and schedule executive‑level priority meetings, product executive debriefs, reviews, team, and cross‑functional project meetings; maintain and re‑balance cadence of all meetings.
• Provide ancillary support to the Executive Assistant team and other corporate functions in the office, as necessary; create and maintain department distribution lists and draft and send communications upon request.
• Assist with planning, scheduling, and booking domestic and international travel—including visas, car service arrangements, hotel accommodations, meal reservations, and meeting logistics/agenda preparations—and execute changes such as flight changes or cancellations.
• Ensure timely filing of expense reports.
• Manage phone, email, and postal mail inquiries and respond appropriately.
• Oversee day‑to‑day office operations, including supplies, facilities, and vendor coordination for the Barcelona office; serve as point of contact for office visitors and incoming calls, ensuring a professional environment.
• Partner with IT for equipment needs.
• Support planning and execution of company events, team meetings, and executive off‑sites.

Qualifications

• Minimum five years of experience supporting executive‑level roles, ideally in a public company.
• Strong understanding of corporate governance.
• Experience managing calendars, coordinating travel, event planning, and presentation preparation.
• Proven ability to manage office operations and vendor relationships.
• Fluent English and Spanish speaking skills.
• Exceptional organizational and multitasking skills.
• High level of discretion and professionalism.
• Experience interfacing with executive leaders with a professional demeanor to convey credibility and de‑escalate problem areas that arise.
• Excellent written and verbal communication skills with demonstrated discretion on sensitive information.
• Strong skills in critical thinking, organization, time management, and attention to detail.
• Wide breadth of mental agility and creativity, including strong problem‑solving instincts and capabilities.
• Self‑starter with the ability to work in a fast‑paced unstructured atmosphere.
• Bachelor’s degree in Business, Finance, or related field preferred.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook); familiarity with financial platforms a plus.
• Willingness to work at the office; some travel may be required (less than 10%).
• Eligible to work legally in Spain.

Benefits

• Flexible working hours.
• 23 days off plus 2 days extra off.
• Fruit in the office twice a week.
• Great office location at Ver el correo electrónico en click.appcast.io.
• Company events.
• Attractive products with a promising future.
• Position with global impact in a high‑tech and growing company.

Novanta is proud to be an equal employment opportunity and affirmative action workplace. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, military and veteran status, disability, genetics, or any other category protected by federal law or Novanta policy.

Please call Ver el número de teléfono en click.appcast.io if you need a disability accommodation for any part of the employment process.