Bilingual Office Manager/Executive Assistant

Global Private Equity, Madrid

Our client, a top tier global Private Equity is currently looking for an Office Manager/Executive Assistant to support their well-established Iberian team, based in Madrid.

Responsibilities (not limited to) include:

Office & Facilities Management (50%)

  • Complete management and administration of the workplace, ensuring the smooth running of the office, acting as the key point of contact between Madrid and global headquarters
  • Act as the “go to” person for administrative needs in the Madrid office
  • Liaise with providers/suppliers, renegotiate agreements, establish relationships and follow up (landlord, security, health and safety, catering, insurance, stationary, cleaning, building maintenance)
  • Establish local policy & procedure according to global guidelines, ensuring all objectives are actioned in accordance with local compliance (health & safety, risk assessments)
  • Liaise with global IT department to ensure all local IT needs are met (equipment, software implementation, repair)

Finance (local operating budget)

  • Management of local bank accounts, responsible for invoice payments to service providers and monthly salaries
  • Review and control of all the invoices for the Madrid office, assign the projects in flow and first instance for sign off
  • Credit cards: issuing and cancelation
  • Collaborate with the local service provider and tax for the annual audit through providing necessary documentation
  • Liaise with legal & tax suppliers to ensure tax obligations are met
  • Gather and provide all the required information for the annual sustainability report
  • Act as point of contact for global finance team and liaise to ensure local needs met

Compliance, Safety & Security

  • Company policy: implementing company policy on a local level as outlined by international headquarters
  • Ensure that local office is compliant in data protection law
  • Designated person for any emergency situation and local crisis
  • Occupational Risk Prevention – responsible for mandatory training programs

Executive Assistant (50%) to Head of Spanish Office

  • Complex agenda management: scheduling and rescheduling meetings, teleconferences and videoconferences across global time zones & geographies (board level communication)
  • Organising point-to-point international travel arrangements (flights, car transfers, visas, passports, apartments, hotels)
  • Manage execution and filing of NDAs, when required
  • Expense reports: check and submission
  • Managing partner’s contacts, ensuring information up to date

It is essential that chosen candidate is completely bilingual in English and Spanish as this role involves constant liaison with international headquarters. Candidates must also have at least 5 years’ experience working as an Office Manager, ideally in a top tier Private Equity or Investment Banking firm. A solid grasp of standard Tech and applications (Office, Mac, Google Workspace, Zoom, Slack, CRM software etc.) is required.

The ideal candidate will be responsible, independent and assertive. They will be able to manage various responsibilities simultaneously and know how to prioritise accordingly.

This role is predominately office based.

Location – Madrid, Castellana
Salary –Circa €50,000 (dependent on experience of candidate) + Bonus + Exceptional benefit package
Timetable – Full time, flexibility required