Our client, a global investment firm, is currently looking to cover a parental leave for an Office Manager & Sales Support position, to coordinate the Madrid office while supporting the sales team.

Responsibilities (among others) will include:

• Proactively manage and maintain the agenda of Sales team by scheduling meetings, conference calls, vacations.
• Organising point-to-point international travel arrangements (flights, car transfers, visas, passports, apartments, hotels) for trips and roadshows.
• Act as first point of contact for the firm and as the “go to” person for administrative needs in the Madrid office.
• Support sales team filling in CRM database with relevant information.
• Database feeding and contact updates in CRM, auditing distribution lists, data entry of sales minutes and opportunities, creating requests and cases for support teams: client servicing, legal, marketing, IT, etc.
• General office space upkeep, ordering supplies and catering for the office, liaise with suppliers, establish relationships and follow up (landlord, security, health and safety, insurance, building maintenance).
• Management and control of the marketing and T&E budget.
• Collect and approve/sign off invoices for payment by international finance team, as well as timesheets and reconciliation of partner expenses/credit card charges.
• Coordination with the Events team (regarding venues, format, contract reviews, marketing decor, and merchandising) and follow-up with media: FundsPeople, FundSociety, Rankia, Finect, Allfunds.
• Coordination of roadshows with affiliates, the Events team, and Compliance.
• Coordination with the Marketing team: translation of commercial and marketing materials; invitations and client mailings, and event follow-up.
• Coordination with the Press team and PR agency.
• Coordination and follow-up of Due Diligence.
• Contract tracking and signature coordination (Inversis, Allfunds, and media).
• Onboarding new sub-distributors (Allfunds and Inversis): receiving requests from AFB, requesting from KPMG Lux, and confirming back to AFB.
• Creating requests in CLM: new accounts, sub-distributor requests, and contract amendments.
• SEPBLAC and CNMV reporting.
• Quarterly distribution of fee reports to clients (Inversis, BBVA, Allfunds, Novo Banco, Abanca).
• Uploading and coordinating fund comparisons with the Solutions team.

Candidates must be comfortable working in English and Spanish, dominate the Microsoft Office package and relevant software (Zoom, etc.), hold a credible University degree and have ideally 5 years’ previous experience in an Office Management role.

The ideal candidate will be resourceful, approachable and comfortable supporting a busy team. They will be able to manage various responsibilities simultaneously and know how to prioritise accordingly, meeting the office and team’s needs.

Location – Madrid, Barrio Salamanca

Salary – Dependant on experience, circa €40,000–50,000

Timetable – 9.00 – 19.00 (Fridays until 15.00)

Contract – Temporary (Parental leave)

Incorporation – Immediate

If you are interested in this role, please apply via LinkedIn and send a copy of your English CV to info@victoriaselection.es quoting Reference 847.