Our client, a distinguished Family Office, is currently looking for a discreet and responsible Bilingual (Private) Personal Assistant to support two individuals based across various European countries. This role will be undertaken from the Family Office in Madrid.

The remit for this role is wide, with responsibilities including (not limited to):

• Proactively anticipate the needs of the individuals, learning preferences and incorporating these into all aspects of day-to-day routine
• Act as key facilitator for personal needs. Developing close working relationships with Family Office team, Corporate Executive Assistants, Security and wider international team to improve scheduling and organisation
• Private Agenda management: Restaurant booking, confirming event attendance, close coordination and liaison with corporate Executive Assistants to ensure cohesion
• Travel management: point to point travel arrangement with drivers in all countries and private and commercial aviation (passports, visas), often subject to last minute changes
• Correspondence Management: Assist with preparation and responses to correspondence accordingly and according to necessary protocol
• Working closely with teams of staff for various international households in Spain, UK and Switzerland (liaising with domestic staff, managing utilities contracts, following up with local professionals, maintenance, repairs, security, insurance and vehicles, sourcing items for property if/when necessary)
• Coordinate purchases for individuals and relevant supplementary documentation, deliveries, returns, managing and tracking shipments etc.
• Ad hoc requests for individuals as required
• Event management: Broadly for 4-5 Spain based events a year. Oversee all aspects of the event, act as key point of contact, ensure necessary protocol is adhered to due to the nature of attendees and be “on call” during event (although attendance isn’t required)
• Project management: manage projects simultaneously and flexibly, oversee timelines and follow up to ensure timely completion
• Update and manage contacts
• Ad hoc requests for individual and wider family as required

Candidates must have a bilingual level of English/Spanish, whilst additional languages will be viewed favourably. A relevant University degree and at least 8-10 years’ experience supporting a company Chairman, C-Level or in a Private Family Office are also a prerequisite. They must be able to manage standard Tech (Microsoft 365, VC Software, Slack etc.) with ease. Knowledge of protocol is also favourable for this position due to contact with international royal households and businesspeople. 

The ideal candidate will be discreet, well organised, disciplined and pay exceptional attention to detail. They will be able to build trust and have good judgement – knowing how to react to situations with appropriate urgency and tact. They must be resourceful, open minded and able to change gears quickly. Utmost discretion and strict confidentiality are paramount for this role.

Location – Madrid  

Salary – Competitive

Timetable – Normal office hours however flexibility required

Hybrid/On site: Predominately on site. No international travel required

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 703.