Bilingual Office Manager/Personal Assistant

International Legal Practice, Madrid

Our client, a reputable international law firm is looking for a Bilingual Office Manager/Personal Assistant to assist with the firm’s set up in Spain (Madrid) and subsequently provide organisational, administrative, and legal secretarial support to the Partner and Associates.  

Responsibilities (not limited to) include:

Office Management

  • Work with central business services to prepare the Madrid office for opening
  • Office moves/space planning: coordinating configuration and overseeing works with regard to fit-out activities
  • Act as primary point of contact for operational services within the Madrid office
  • Facilities management: responsible for all aspects of facilities management including office cleaning, confidential waste, building maintenance, fire safety, security and access control
  • HR: Management of local HR including payroll updates, absence management and new joiner/leaver processes. Act as primary contact for local benefit providers and work in conjunction with international HR teams for both recruitment as well as HR issues such as performance, sickness, holidays etc.
  • Finance: Act as liaison for global finance team ensuring local billing, time recording, expenses and invoices are managed effectively
  • Suppliers: Responsibility for the procurement and management of local suppliers including building and facilities contracts, office supplies, taxis, couriers etc.
  • Health & Safety: Acting as Health and Safety officer for Madrid office. Ensuring office is compliant with relevant H&S regulations and acting as Fire Marshall
  • Front of House: Responsibility for management of Front of House. Responsibility for coordinating and managing client events hosted in the office.
  • Risk & Compliance: Providing support in relation to risk and compliance processes. Assisting new joiners with regulator registrations with the Madrid Bar Association
  • Operation: Assisting the Senior Staff with ad hoc operations project support as required.

PA Duties:

  • Diary and travel management for partner and associates, including organising accommodation and transportation preparing itineraries and applying for visas where applicable.
  • Scheduling and coordinating arrangements for client meetings and organising external events (including booking conference rooms and setup)
  • Document production, including amending and re-formatting complex and lengthy documents. Preparing hard-copy documents and bundles on request
  • Assisting with occasional BD projects, e.g., legal directory submissions, preparing for pitches, amending fee earner profiles on the website
  • Providing support to the fee earners in relation to risk and compliance processes, e.g., engagement letters and internal file-opening procedures
  • Assisting with time entry and expense reconciliation and management
  • Creating, organising and maintaining hard copy and electronic files
  • Preparing client bills, budgets and processing final invoices (alongside the finance team)
  • Helping to report and escalate IT problems

Candidates must have a bilingual level of English/Spanish in order to liaise with international offices. They must hold a credible University degree, whilst significant prior experience of working in an office managerial, and/or Legal PA role is essential. They must be able to manage standard Tech (Microsoft365, Word, Excel, VC Software) with ease. 

The selected candidate will be responsible, independent and be familiar with administrative procedures in Spain. They will help reduce time Partners and fee-earners spend on day-to-day operational and administrative tasks, whilst also ensuring the office is appropriately organised as a high-quality working environment for all.

Location – Madrid
Salary – Competitive + Bonus + Benefit package
Timetable – Full time, flexibility required