Our client, a dynamic Edtech startup, is currently looking for a forward-thinking Bilingual Executive Assistant and Office Manager to join their driven and committed team in Madrid.

Responsibilities will broadly involve:

Executive Assistant:

• Agenda management for four directors: anticipate schedule conflicts and prioritise with business interests in mind. Scheduling video calls across time zones
• Act as key contact with clients, providing constant follow up to ensure items actioned
• Travel management for directors taking preferences into account and double-checking details)
• Preparing and reviewing documentation and contracts for signature (In English)
• Inbox management: Screening, filing, and prioritising emails and calls
• Ensure all administrative tasks are seen to: expenses, reconciliation of credit card statements and proper filing of legal documentation
• Ensuring databases are kept up to date
• Ad hoc tasks as required (occasional personal tasks)

Office Manager:

• Organise office space, ensure standards are met and supervise cleaning staff
• Legal: Constant liaison with lawyers and act as the key point of contact
• Finance: Coordination of local accounting and invoicing. Managing local bank accounts, bank reconciliation, invoice follow up, making payments and liaison with outsourced accounting firms. Assisting the founder with relevant declarations.
• Office purchases according to budget
• Compliance: Ensuring firm adheres to European data protection regulation
• Facilities & supplies: point of contact for building, cleaning, insurance, etc.
• Health & Safety: Ensuring office is compliant
• IT: Sourcing & providing local equipment for Spanish team
• Support various projects and tasks as needed, demonstrating flexibility and a willingness to learn

Candidates must have a bilingual level of English/Spanish as their market is largely based in the US. They will have previous experience as an Executive

Assistant or Office Manager, ideally in a fast growth environment. A solid grasp of Tech and Applications is required (Mac, Microsoft 365, VC Software, Slack, etc.). This person will ideally be familiar with AI applications, particularly ChatGPT, and will have a willingness to learn new software and technology.

The ideal candidate will be proactive, responsible and reliable. They will be able to think out of the box to propose/provide solutions quickly. They will pay exceptional attention to detail and enjoy working in a small team with exposure to fast moving, international projects.

Location – Torrelodones, Madrid
Salary – From 35,000€
Timetable – 9.00 – 18.30
Hybrid work set up
Incorporation – September 2024
Contract – Permanent (subject to trial period)

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 720.