Our client, a leading investment firm, is looking for a Bilingual (English speaking) Office Manager and Executive Assistant to support their office in Madrid.

The responsibilities for this role include:

Office Management (85%): 

• Oversee daily office operations to ensure office upkeep and a smooth and efficient workplace
• Manage service providers & build trusted relationships (e.g. cleaning, outsourced administration firm (gestoríia), stationery, building services), including invoices and payments
• Coordinate office maintenance, facilities and supplies according to budget
• Oversee IT coordination (hardware/software setup, troubleshooting, onboarding)
• Maintain document management systems, including archiving and database administration
• Occupational Health & Safety: Ensure office is compliant with EU and Spanish regulation
• When needed, help welcoming visitors and representing the firm professionally

Executive Assistance (15%):

• Manage diaries with frequently changing requirements (global time zones). Anticipate and manage schedule conflicts, rescheduling calendars according to strategic priorities 
• Prepare documentation and correspondence (reports, decks, NDAs) in appropriate formats and using suitable language  
• Credit card reconciliation and management of team expenses 
• Handle sensitive information with absolute discretion
• Manage one-off initiatives and ad-hoc projects as required

The chosen candidate will be bilingual in Spanish and English and ideally hold a University degree. 5+ years proven experience in an Office Management or Executive Assistant role (ideally in financial services or strategic consulting) required. Strong knowledge of Tech and applications (Microsoft 365, Zoom, Slack, Teams and AI platforms) essential for this position.  

Given that this is a newly created role, the successful candidate will demonstrate strong ownership, sound judgement and a proactive, solutions oriented approach. This position requires flexibility, resilience and the ability to manage operational responsibilities for this smaller, but hardworking team. 

Location – Madrid, Barrio Salamanca  

Salary -€40,000-€45,000 Depending on experience

Timetable – 9.00-18.00 Monday – Thursday. 9.00-15.00 Friday

Hybrid schedule, 1 day WFH possible

Contract – Permanent

Incorporation – Immediate

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 830.