Our client, a leading firm in the Engineering sector, is looking for a methodical and responsible Bilingual Executive Assistant who will support Leadership (including, on occasion, the CEO and Founder).  

Supporting leadership, responsibilities will include: 

Board meetings: 

• Coordination and support, management of all logistics surrounding committee meetings

• Drafting of minutes of Boards, compilation of signatures, filing, etc. Telematic filing of minutes in the public registry (Registro Mercantil)
• PowerPoints and preparation of slide decks for Board meetings

Shareholder management: 

• All procedures related to shareholders. Shareholder programme management
• Purchase and sale of shares, renewal of repurchase agreements, dividend certificates, letters of representation at General Meetings, etc.

Scheduling & Agenda

• Close liaison coordination with the President’s secretary for scheduling of meetings (with particular reference to Company Foundation meetings) 

• Scheduling & Agenda: travel and hotel logistics for Management & wider team  

Legal support: 

• Legalisation of documents, notary procedures, filing/archiving and control of certificates of good execution and legalised copies of deeds
• Application, control and filing of powers of attorney
• All procedures related to the notary’s office (application and review of deeds, etc.)
• Uploading and updating of part of the legal-administrative documentation of the “DAO” (Documentation Applicable to Offers)
• Procedures for registration in the public register (Registro Mercantil) and legalisation where applicable

Annual accounts: 

• Review of report formats, assembly of PDFs, certification of Accounts, compilation of signatures

General Administration: 

• Managing office material 
• Ad hoc tasks as required & facilitating special requests

This role will be undertaken in English and Spanish. Candidates will be digitally/technologically literate and able to adopt new softwares with ease (Microsoft 365, VC Software, Slack, etc.). Proven experience as an Executive Assistant to a C-Level Executive is preferred for this position, whilst exposure to a legal or engineering background is highly advantageous. 

The ideal candidate will be meticulously organised, operate with attention to detail and be efficient. They will be able to manage large volumes of digital information with appropriate care and discretion. 

Location – San Sebastián de los Reyes, Madrid

Salary – Competitive + Bonus 

Timetable – Flexible start & finish (7.30-9.00) with 30 mins lunch. Summer hours in July and August

Contract – Permanent 

Incorporation – September 2025

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 788.