Our client, a Private Equity firm who focus on European disruptive mid-market investments, is currently looking for an ambitious Bilingual (English speaking) Executive Assistant/ Office Coordinator to provide support to the team (based across various European cities) on a remote basis. 

Responsibilities will broadly (not limited to) include: 

Executive Assistance

• Travel: Agenda and travel management for team (including multi-stop roadshows, offsites, etc), including booking hotels, transfers, flight bookings, detailed itineraries, visas, restaurant bookings, etc
• Diary: VC and call set up with various participants across time zones, always anticipating schedule conflicts and prioritising key objectives
• Paperwork: Prepare and edit correspondence, presentations/ pitches, newsletters and any other documentation
• Research: Collect, cleanse and analyse data to prepare reports and documents
• Data management: Maintain ongoing reports, databases, trackers, files. Update and organise shared drives. Handling confidential and delicate information with integrity and discretion
• Project management: Oversee timelines, checklists, and projects to ensure timely and orderly completion
• Event management: Overall coordination of suppliers, guest lists, etc for annual investor meeting
• HR: Help onboarding new joiners

Office Management

• Overseeing all administrative coordination of the various offices, maintaining a well-organised and efficient workplace
• Collaboration with service providers (building management company, IT suppliers, etc.) acting as key contact, working to established budget 
• Facilities & supplies: point of contact for building, cleaning, insurance, coffee/ water cooler, etc. 
• Health & Safety: Ensuring offices are compliant 
• IT: Sourcing & providing local equipment for team

Candidates must be able to work entirely in English and enjoy working with a diverse team based across different European locations. A relevant University Degree as well as proven experience as an Executive/ Team Assistant or Office Manager is a prerequisite for this position. Previous exposure to Private Equity or Financial Services industry is desirable, whilst experience in a fast-growth startup will also be viewed favourably. Interest in technology is a plus.

The ideal candidate will be responsible, open minded, agile and independent. They will be cost conscious, have a strong work ethic and will be able to make decisions without supervision and with minimal direction. This is a newly created position with space for growth and development in the future. It is therefore ideal for an individual with a “can do” attitude, entrepreneurial mindset and desire to learn the business. 

Proficiency in MS Office, and able to grasp new tech and applications with ease (Mac, GSuite, Zoom, CRM software, etc).

Location – Remote (occasional travel to London and to various locations to attend team offsites)  

Salary – Dependent on Experience + Bonus

Timetable – Full time/ Part time. Open to negotiation
Start – Q4 2024

Contract – Permanent (subject to trial period)

Additional Languages: French or German (would be a plus). Note: Spanish fluency is not a requirement

If you are interested in this role, please send a copy of your English CV to info@victoriaselection.es quoting Reference 725.