Bilingual Office Manager & Team Assistant

Investment Firm, Madrid

Our client, a Madrid based boutique investment firm, is currently looking for an Office Manager & Team Assistant to support their tight-knit but busy based team. 

Responsibilities (not limited to) include: 

Office, Facilities & Finance 

  • Administration of the workplace, overseeing the smooth running of the office, acting as the first and key point of contact 
  • Liaise with providers/suppliers, establish relationships and follow up (landlord, security, health and safety, catering, insurance, cleaning)
  • Maintaining the condition of the office and arranging any maintenance as required
  • Liaise with IT support team for equipment, software & hardware implementation, repair and arranging new starter kits 
  • Preparing necessary monthly, quarterly and annual documentation to send over to outsourced accounting provider
  • Management of local bank accounts, responsible for payments to service providers 
  • Implementing Health and Safety policy in the office and organising risk assessments 
  • Establish and implement digital and physical archiving systems
 

Executive Assistance & Team Support 

  • Light agenda management for partners and investment professionals
  • Scheduling international travel arrangements (flights, car transfers, visas, passports, apartments, hotels) for investment team 
  • Assisting with preparation and documentation such as PowerPoint presentations, pitches, NDAs and necessary reports
  • Event organisation, attend events and functions as requested
  • Expense reports and reconciliation of credit cards 
  • Act as the “go to” person for administrative needs in the Madrid office
 

It is essential that the chosen candidate is completely bilingual in English and Spanish. Candidates must have previous experience working as an Office Manager or Executive Assistant (ideally in banking, investment or consulting). A solid grasp of standard Tech and applications (Office, Mac, Google Workspace, Zoom, Slack, CRM software, etc.) is required. 

The ideal candidate will be well organised, keen and responsible. They will be able to work independently (with limited guidance) and will take the initiative to ensure all administrative needs are met. They will be proud to work for a small but successful team. 

This role is mainly office based. Flexibility open to discussion once the trial period is complete. 

Location – Madrid, Almagro

Salary – Dependent on experience + Discretionary performance bonus

Timetable – 9.00h – 18.00h, Fridays 9.00h – 15.00h

Incorporation – Q2 202

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 707.