Bilingual Administrative Officer

International Association, Madrid

Our client, an international organisation, recognised as a global standard setter,, is currently looking for a proactive Bilingual Administrative Officer to join their well established, Madrid based team.

Responsibilities will be cover various front and back office functions and will include (not limited to):  

  • Act as first point of contact for the firm: Manage incoming calls, including answering, filtering, and redirecting as appropriate, along with maintaining voicemail and extension systems
  • Monitor the general mailbox and reroute or respond to emails as necessary
  • Welcome visitors and guests, ensuring they are escorted to the appropriate meeting areas
  • Manage relationships with external service providers and oversee contract negotiations and services such as cleaning, document storage
  • Procure and manage inventory of office supplies
  • Oversee building maintenance issues and coordinate necessary repairs with relevant providers
  • Manage and set up meeting spaces and oversee building safety protocols including coordination of fire drills
  • Handle mail distribution, prepare mass mailings, and manage postings and courier services
  • Support team of event organisation professionals with frequent events and surrounding logistics. Particular focus on coordination of travel arrangements for attendees
  • Coordinate with HR and IT departments on various office needs, from security to equipment maintenance
  • Maintain and update staff contact information, ensuring all records are current and accessible
  • Manage and update internal directories and databases of institutional relationships and service providers
  • Maintain the letter archive system for incoming and outgoing correspondence
  • Arrange logistics for new hires including workspace, equipment, and office orientation
  • Coordinate staff training sessions, such as Spanish classes, and handle related administrative tasks
  • Provide backup support for urgent travel arrangements and other critical tasks during afternoons and holidays
  • Organise conference calls and external meetings, managing logistics and ensuring all necessary information is provided to staff
  • Work with department heads to design or improve administrative systems, procedures, and methods
  • Maintain and update administrative guidebooks and shared calendars to enhance office efficiency
  • Budget control for office service providers


Candidates must have a complete bilingual level of English/Spanish (this company works entirely in English). A relevant University degree and at least 3 years experience supporting as a Team/Office Assistant. They must be able to manage standard Tech (Microsoft 365, VC Software, Slack etc.) with ease. Previous exposure to an international organisation or specific interest in international relations will be viewed favourably.

The ideal candidate will be well organised, disciplined and pay exceptional attention to detail. They will enjoy working in a stable, global environment where high standards are required and best practice is consistently applied.

Location – Madrid, Barrio Salamanca  

Salary – €28,000 – €30,000

Timetable – 09.00 – 18.00h

Hybrid work approach with generous working from home and holiday package

Incorporation – ASAP (Q2 2024)

Contract – Permanent (subject to trial period)

If you are interested in this role, please apply via LinkedIn and send a copy of your English CV to quoting Reference 705.