Our client, a leading global Executive Search firm is looking to hire an Executive Assistant to provide seamless support to two Senior Partners.

Responsibilities (among others) will include:

• Managing two agendas, meetings and international travel for the partners
• Coordinating meetings with executive level clients and candidates (Board level, Presidents, Country Managers, Managing Directors)
• Working across different countries and time zones
• Compiling candidate reports in English and Spanish
• Ensuring the CRM system is up to date and monitoring processes from start to finish
• Preparing correspondence, PowerPoint presentations, engagement letters, NDAs and pitches in English
• Taking meeting minutes
• Welcoming & receiving visitors for high profile meetings
• Gatekeeping and international call filtering
• Invoices, follow up and expenses
• Conference call and videoconference set up
• Develop working relationships with clients and candidates to facilitate searches for the partners

Candidates must have an entirely bilingual level of English/Spanish, a relevant University degree and a professional level of Microsoft Office. It is essential that candidates hold a minimum of 6 years’ experience supporting a partner in a consulting/client facing sector.

The ideal candidate will be resilient, approachable, a natural networker, used to managing peaks of work works efficiently and productively in a deadline-driven environment. They must be a team player, direct and purposeful in all verbal and non-verbal communication and fully understand the importance of developing lasting business relationships.

Location: Madrid

Salary: Competitive

Timetable: 09.00 – 18.00

Incorporation: January 2020

Contract: Permanent (subject to trial period)

If you would like to apply for this role, please send a copy of your English CV to info@victoriaselection.es quoting Reference 449.

Our client, a global Real Estate Firm is looking for a switched on, bilingual Administrative to provide support in their esteemed property valuation department.

Acting as an intermediary between the clients and surveying professionals, responsibilities (among others) will include:

• Work on multiple projects and priorities simultaneously & follow through to successful completion, often with deadline pressures of 48 hours
• Project management, track completion of key deliverables and follow-up on outstanding items as needed
• Monitor and record all projects using company specific software
• Analyse data and statistics provided by clients (predominately financial institutions) using Excel
• Assign projects to trusted team of third party surveying professionals and monitor progress according to deadlines
• Provide constant communication to both client and professionals and act as key point of contact
• Manage surveyor visits to properties
• Monitor incidents
• Compile reports & manage documentation
• Ensure completion and delivery of professional work in a timely manner

Candidates should hold 2/3 years’ experience in a position preferably in valuations and hold a Business-related degree. They will be numerate and have an excellent working knowledge of Microsoft Excel (please note this will be tested during interviews). Experience with the program Gestasa (Borsan) a plus.

The ideal candidate will be tremendously organised, sales focused, meticulous with attention to detail and able to work to tight deadlines. Bilingual or high spoken English preferable (the company being an American firm).  

Location: Madrid, Castellana

Salary: Dependent on experience

Timetable: Full time

Contract: Permanent

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 448

Our client, a leading multinational Real Estate firm is looking for a proactive, Bilingual Assistant Office Manager/Facilities Coordinator to work in their Madrid offices.

This is a hands-on role with a wide range of responsibilities. Working within the Office Management team, these include:

• Developing strong partnerships with suppliers, vendors and sub-contractors and assisting with the search for new suppliers
• Manage company services such as: fitness & wellness, catering and nutrition, massages and transport whilst acting as the key contact for both employees and providers
• Identifying opportunities to improve the current Madrid operation and making recommendations for site inspections and evaluations. All whilst ensuring that construction procedures, performance measures and provisions for a safe workplace are respected at all times
• Analyse activities performed by competing firms in this area
• Assisting with the planning and coordination of both internal and external company events, meetings and conferences 
• Logging technical faults and overseeing office maintenance and repairs
• Communicating between management and providers and to ensure works are executed to perfection with minimal disruption to the office
• Maintaining and proposing emergency plans (e.g. evacuation, fire risk, after hours emergency plan and environmental safety) alongside the company Health & Safety Officer
• Update and maintain precise records and official documentation in order to be published on internal web portals
• Daily monitoring of the Madrid office to ensure cleanliness and general upkeep
• Managing client contracts and ensuring that firm is compliant
• Respond to requests in a timely manner, ensuring KPIs are consistently met
• Assist on an ad hoc basis with all activities that fall under Office Management to ensure (assisting with reception and guest support, courier services, office equipment, maintenance, administrating building access passes, etc.)

Candidates must be bilingual in English/Spanish, dominate the Microsoft Office package, hold a strong University degree. They will ideally have at least 2-3 years’ previous experience in a project/facilities management capacity, preferably in the hospitality sector.

It is essential that the chosen candidate is capable of managing various ongoing projects with ease, must enjoy developing relationships and will be able to act as a key contact in the office.

Location: Madrid, Castellana

Salary: Dependent on experience

Timetable: Full time

Contract: Permanent

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 447.

Our client, a specialist consultancy firm is looking for a competent bilingual Team Assistant to support their Board of Directors, CEO and busy team in their Barcelona based office.

Responsibilities (among others) will include:

• Manage agenda, notes, and take precise meeting minutes for Board and Executive team meetings
• Type, revise, edit, proofread and translate various documents into English, often with deadline pressures
• Manage domestic and international travel arrangements with impeccable attention to detail (cost, comfort, and productivity)
• Prepare contracts and NDAs
• Creating presentations according to the company template
• Assist in preparation of public tender proposals
• Schedule, plan for and execute Board meetings
• Interact with clients and consultants abroad
• Assisting with the organisation of any company events
• General upkeep of the office

Candidates must be a native or near native-level English speaker with a high level of Spanish, have relevant experience in the position and manage Microsoft Office at a professional level. It is essential that candidates have an excellent command of grammar, spelling and punctuation in both English and Spanish and an ability to translate between the two for professional documents without any grammatical mistakes.

The ideal candidate will be highly motivated with initiative, reliability, schedule flexibility and adaptability. They must possess excellent social and communication skills and be to get along with everybody in the office with ease.

Location: Barcelona, Diagonal

Salary: €24,000

Timetable: Full time

Contract: Permanent

Incorporation: Winter 2020

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 446.

Our client, a leading multidisciplinary investment firm is looking for a capable bilingual Executive Assistant to assist a Corporate Finance team.

Responsibilities (including, not limited to,):

• Complex agenda management for senior team, anticipating schedule conflicts
• Booking flights, accommodation, transfers
• Teleconference, video call set up with various participants and across various time zones
• Project manage tasks to ensure follow-up to action items. Work on multiple projects and priorities simultaneously
• Build rapport with client EAs and outside partners to facilitate scheduling
• Organise materials for meetings (videoconference, data rooms, presentations)
• Create presentations, reports, and proposals to support meetings/conference calls
• Gathering information when required
• Preparing office materials,
• Filing documentation electronically and physically
• Organising meeting room and catering services
• Acting as the “go to person” for ad hoc administrative requirements

Candidates must have a bilingual level of English/Spanish, a relevant University degree, a proficient Microsoft Office/Outlook level and hold at least 3-4 years’ experience as an EA in the banking/financial advisory/legal/consulting sectors. 

Candidates must be energetic and on the ball. They must thrive in intense, deadline driven environments and should show an extremely positive, hands – on attitude.

Location – Madrid, Castellana

Salary – Dependent on Experience + Benefits

Timetable - Full time

Contract – Permanent

Incorporation – Immediate

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 444.

Our client, a Barcelona based boutique Investment Firm is looking for a polished bilingual Office Manager to support their team and manage their Barcelona office.

Among others, duties will include: EA duties for the team such as agenda management, trips, transfers and expense reports, day-to-day management and administration of the office (liaising with building reception, managing office supplies, developing relationships with client EAs, organising meeting rooms, greeting visitors and call filtering), filing documentation electronically, organising materials for meetings, setting up international conference calls, videoconferences, data rooms, presentations, organising catering services, supporting the Head of Operations with any task as require and performing ad-hoc duties to ensure the smooth running of the Barcelona Office.

Candidates must be bilingual in English/Spanish, ideally have completed secretarial studies/have University Degree and dominate the Microsoft Office package. Candidates should have at least 3/4 years’ previous experience in the banking, consulting or legal sectors.

The ideal candidate will be resourceful, motivated and demonstrate a “no task too big/small attitude”. They must show initiative and must ensure all administrative needs of this impressive firm are met.

Location – Barcelona, Diagonal

Salary – Competitive (+ discretionary bonus)

Timetable – Full time

Contract – Permanent (subject to 3-month trial period)

Incorporation – Winter 2019/January 2020

If you would like to apply for this role, please send a one-page copy of your English CV to info@victoriaselection.es quoting Reference 442.

Our client, an international specialist consultancy firm is looking for a polished Bilingual (Native English speaking) PA & Office Assistant to provide support in their Barcelona based office. 

Responsibilities (among others) include:

• Acting as the front face of the company, in the office and through telephone and e-mail
• PA to President & Managing Director (calendars, appointments, personal & business travel, liaising with domestic suppliers/housekeepers)
• Organising all company travel
• Managing all company suppliers
• Sending couriers
• Drafting standard operating procedures for internal processes
• Maintaining all office supplies (kitchen, office equipment, IT, etc.)
• Managing all admin processes for accounting purposes:
  • Supplier invoices & expenses
  • Staff credit card expenses
  • Petty cash
• Managing use of company car by checking availability, managing calendar and ensuring km are correctly recorded; organising maintenance, refuelling and cleaning
• Managing company subscriptions
• Maintaining internal filing systems
• Troubleshooting minor IT technical problems; liaising with external IT supplier
• Monitoring monthly company mobile phone bill and reporting to Managing Director
• Organisation of team building activities 2x per year
• Covering for other admin staff when out of office
• Taking on overspill of work from admin department
• Maintaining a strong working relationship with other relevant departments, contributing to team building; liaising with internal staff at all levels
• Any other duties as may reasonably be required and that fall within the scope and range of a PA/admin role 

The selected candidate will be a Native English Speaker with a bilingual level of Spanish (this is essential as the office is 100% English speaking). They will hold a credible degree, previous experience in a similar role and will be comfortable managing both Mac and PC and Microsoft Office. 

The ideal candidate will be efficient, proactive and discreet. A professional, pleasant approach is essential given that the selected will act as the “face” of this reputable firm.  

Location – Barcelona (Sant Cugat)

Salary – Dependent on experience + benefits (subject to trial period)

Timetable – 08.30 – 17.30h

Contract: 6 months + incorporation

Incorporation – Winter 2019 

If you would like to apply for this role, please send a one page copy of your English CV and one page Cover Letter to info@victoriaselection.es quoting Reference 436.

We are looking for a student intern to join our small team in our Madrid office based just off the Castellana (Calle Ayala). This is an exciting part-time opportunity for a proactive student who is looking for a true insight as to how a busy, small business works. Our office is English speaking.

Tasks (among many others) will include:

-        Scheduling meetings and calls for consultants and candidates, managing a constantly changing calendar (Google Calendar, Gmail & Telephone)

-        CV screening, scheduling candidate interviews over the telephone

-        Welcoming candidates for meetings, attending interviews with consultants and following up

-        Managing and update CRM system/database (Bullhorn) ensuring all documentation is recorded with precision

-        Booking and preparing meeting rooms

-        Formatting CVs

-        Identifying potential business leads and following up (LinkedIn)

-        Answering the telephone in English and Spanish and filtering calls

-        Assisting with MailChimp mail outs and Surveys (Google Forms)

-        Assisting with ad hoc administrative tasks as and when required (petty cash, helping purchase office supplies, organising team lunches/Christmas presents etc.)

The ideal candidate will be a “people person” who thrives in a busy office and is willing to get “stuck in”. Being a small and young team of 3 consultants, it’s essential that the chosen intern is proactive, flexible and able to switch gears quickly. They must us  Microsoft Excel, Word, and G Suite with ease.

*Before applying, please ensure that your University is able to sign a placement agreement*

Location – Madrid

Timetable – Part-time (09.30 – 14.30 or 14.30 – 18.30h)

Contract – Internship + Convenio (You must provide a University agreement)

Salary – Travel & lunch expenses covered

Incorporation – January – June 2020

To apply for this internship, please send your CV to "info@victoriaselection.es" with "Bilingual Student Intern" as the subject.