Our client, a prominent trade association, is currently looking for a highly experienced Bilingual Executive Assistant to support the General Management and Presidency, as well as liaise closely with the Legal Department and Governing Bodies.

The remit includes but is not limited to: 

• Manage complex and frequently changing calendars for General Management and Presidency, ensuring seamless coordination across high level internal and external commitments
• Coordinate end to end management of high level meetings (Strategic Committees, Executive Committee, Governing Bodies and institutional meetings)
• Act as a gatekeeper and key liaison, managing sensitive inboxes, screening and prioritising communications and ensuring effective information flow
• Build and maintain relationships with senior stakeholders (associated laboratories, public administrations, business organisations and institutional representatives), coordinating invitations, delegations, representation and event attendance
• Ensure senior leadership are fully prepared for engagements by drafting, reviewing and producing high quality documentation, including official letters, certifications, reports, presentations, speeches and briefing materials
• Manage the full lifecycle of board and committee minutes, including drafting, signature collection, numbering, binding and notarisation, and coordinate with Notaries for public deeds, certifications and powers of attorney
• Manage executive signature processes, ensuring accuracy and timely execution
• Provide support on strategic and cross functional projects, including transformation initiatives, internal changes and organisational restructures, ensuring tracking, follow up and reporting to General Management
• Prepare presentations, dashboards and reports to support executive decision making and project monitoring
• Coordinate institutional representation, including preparation of event materials, speeches and briefing documents
• Manage travel logistics, including flights, accommodation, transfers and expenses
• Maintain ownership of document management and filing systems, updating and control of records for General Management and Executive Committee
• Prepare and manage official communications, database updates and membership records

Candidates must be bilingual in English and Spanish (spoken and written). A minimum of 8 years’ experience supporting C-level executives or senior leadership (Director General, President, Board level) is required, ideally within corporate, institutional or regulated environments. Strong experience in governance/board support and institutional stakeholder management is highly desirable. Candidates will be able to manage standard Tech with ease (Microsoft Office, Teams, VC) whilst also grasp new technologies quickly.

The ideal candidate will be highly discreet, proactive and detail oriented, with strong organisational and prioritisation skills. They will operate with sound judgement in high pressure environments, demonstrate excellent communication skills and possess the ability to manage complex, sensitive matters with professionalism and autonomy. A strong sense of institutional awareness and stakeholder management will be key to success in this role.

Location – Madrid

Salary – €40,000 – €50,000 + Benefits

Timetable – 08:30 – 18:00 (Fridays until 15:00)

Hybrid – 1 day WFH (Fridays) + additional remote periods (August, Christmas)

Contract – Permanent

Incorporation – ASAP

Employment may be subject to legally permitted background checks following the extension of a conditional offer by the client company.

Please note an NDA is to be signed upon meeting the client.

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 827.