Our client, an esteemed Private Equity firm is looking for a bright and proactive Bilingual Executive Assistant to help manage their Barcelona Office.

Responsibilities (among others) include: 

• Agenda management for partners and calendar support for the investment team, anticipating schedule conflicts and prioritising key objectives

• Teleconference and Videoconference set up with various participants 

• Booking Flights, hotels, etc. for partners and investment team

• Liaising with clients and developing relationships with client EAs to facilitate smooth organisation of meetings and conference calls 

• Scheduling meetings and reserving meeting rooms

• Prepare documentation: pitches, NDAs, etc. 

• Expense reports for partners

• Managing office and kitchen supplies (stationary, copier, etc.) and liaising with providers

• Assisting with the organisation of Offsites and company events, managing catering requests 

• Assisting with back-office tasks as required (expense reports, database and adding contacts to the database)

• Ad hoc secretarial tasks as and when required by team 

Candidates must have an entirely bilingual level of English/Spanish and ideally Catalan, a relevant University degree/Secretarial studies and a professional level of Microsoft Office. It is essential that candidates hold a minimum of 2/3 years’ experience in a similar, deadline driven industry. 

The ideal candidate will be proactive and able to take the initiative. They should be personable, resilient and able to switch gears at a moment’s notice. 

Location – Barcelona, Diagonal

Salary – Dependent on Experience + Discretionary bonus + Benefits

Timetable – 10:30h a 19:30h

Contract – Permanent (subject to trial period)

Incorporation – Immediate

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 669.

Our client, an esteemed global Investment Management firm, is currently seeking a dynamic and organised Bilingual Executive Assistant who, from the Madrid office, will provide comprehensive support to four Managing Directors, based across Europe.

Responsibilities (among others) will include:

• Flawless management of agendas with high-volume meeting schedule
• Anticipating schedule conflicts/clashes, rescheduling calendars and finding solutions quickly
• Coordination/set up of meetings/videocalls with multiple participants based across multiple global locations and time zones
• Point to point travel organisation and logistics: flights, hotels, transfers, visas etc.
• Liaising with clients and developing relationships with client EAs to facilitate smooth organisation of meetings and conference calls
• Work closely with team of international and local Executive Assistants and build rapport to help facilitate scheduling 
• Documentation: Preparation, printing and binding of slides NDAs, marketing materials and Board Packs
• Oversee timelines, checklists, and projects to ensure timely and orderly completion
• Track and reconcile expense reports, ensuring compliance with company policies
• Assisting with back office tasks as required (database, deal lists and adding contacts to the database)
• Occasional personal requests (medical appointments etc).
• Ad hoc tasks as and when required by team

Candidates must have a bilingual level of English/Spanish (this role is to support non-Spanish speakers) and ideally hold a relevant University degree. A solid grasp of standard Tech and applications (Office, Google Workspace, Zoom, Slack, CRM software etc.) is required. A proven track record, ideally in a top tier Private Equity, Investment or Management consulting firm is a prerequisite for this position.

The ideal candidate will be driven, confident and resourceful. They will enjoy working in a deal driven environment alongside assertive, ambitious individuals.

Location – Madrid, Barrio Salamanca

Salary – Competitive + Discretionary bonus + Benefits

Timetable – Full time 09.00 – 18.00h

Incorporation – Q3/Q4 2023

Contract: Permanent 

This position is predominately office based.

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 668.

Our client, a Private Equity firm, is looking for a proactive, Bilingual Office Assistant to support in their busy Barcelona office. 

Responsibilities (among others) include:

• Acting as the first point of contact for the firm
• Managing the switchboard and directing calls appropriately
• Greeting clients and visitors and ensuring they are looked after whilst at the office
• Scheduling meetings and reserving meeting rooms
• Managing office supplies (stationary, copier, etc.) and liaising with providers
• Receiving and shipping letters and courier packages
• Assisting with back-office tasks as required (expense reports, database and adding contacts to the database)
• Taking care of CRM system and expense reports
• Ad hoc secretarial tasks, working alongside other EAs and providing support to the Office Manager

Candidates must have a bilingual level of English (Catalan a plus), a relevant University degree/Secretarial studies, experience in a customer facing role and a professional level of Microsoft Office.

The ideal candidate will be comfortable multitasking and always willing to help. They will be well presented as they will act as the first point of contact for the firm.

Location - Barcelona

Salary - Circa €24,000 + Discretionary Bonus + Gym

Timetable – 10.30h – 19.30h

Contract - Permanent

Incorporation – Immediate

This role is office based.

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 667.

Our client, a consulting firm, is currently looking for an proactive Office Manager & Events Coordinator to efficiently run the Madrid office, support the senior Madrid team and take care of events. 

Responsibilities (not limited to) include:

Office Manager & Executive Assistant:

• Act as first point of contact for the firm and as the “go to” person for administrative needs in the Madrid office

• Proactively manage and maintain the agenda of the Madrid management team (4 members) by scheduling meetings, conference calls and arranging appointments

• Organising point-to-point international travel arrangements (flights, car transfers, visas, passports, apartments, hotels)

• Help develop relationships with the Executive Assistants of Spanish clients or potential clients 

• Continuously liaise with other Office Managers and Executive Assistants at international level to ensure commitments are met

• Maintenance and upkeep for the office space including fixtures, fittings and furniture, as well as ordering supplies and catering for the office

• 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

• Liaise with providers/suppliers, renegotiate agreements, establish relationships and follow up (landlord, security, health and safety, catering, insurance, stationary, cleaning, building maintenance)

• Liaising with tax advisors and local accountants, handling petty cash

• Processing invoices and ensuring correct transfer of data

• 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)

Events Co-ordinator 

• Helping plan and host external events from planning stage to on-site at the event, continuously looking for ways to making events innovative

• Sourcing suppliers for client networking and entertainment

• Helping ensure budgets for events are approved by relevant partners

• Being present at events to welcome clients as well as ‘behind the scenes’ to ensure everything runs smoothly

• Building and maintaining knowledge of the best and most compelling events and marketing activities outside of the firm. This includes scanning for trends, new apps, venues, providers, experiences, etc. Using this information to develop and build unique and bespoke events 

• Working with Executive Assistants around the firm on internal global events 

It is essential that the chosen candidate is completely bilingual in English and Spanish and has extensive experience supporting senior management. Candidates must also have at least 5 years’ experience working as an Office Manager in a fast-paced and international environment. A solid grasp of standard Tech and applications (Office (Excel), Mac, Outlook, Zoom, Slack, CRM software, etc.) is required. Excellent communication skills are essential, as well as the ability to build strong relationships with colleagues, other offices and external suppliers alike. General understanding of office finances would be advantageous.

The ideal candidate will be self starting, independent and solution-focused. They will be able to manage various responsibilities simultaneously and know how to prioritise accordingly, meeting the office and team’s needs.

This role is predominately office based.

Location – Madrid, Serrano
Salary – Competitive Salary + Discretionary Bonus + Health Insurance
Timetable – Full time
Incorporation – Q4 2023
Contract - Permanent

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 665.

Our client, a prominent Venture Capital firm, is looking for a bright Office Manager/PA to manage their Barcelona Office and support the hardworking team.

Responsibilities (among others) include:
● Day-to-day management and administration of the office
● Communications with international clients
● Point of contact and coordination with the London office
● Ordering and managing office supplies
● Negotiating rental/facilities contracts and acting as the first point of contact regarding the office
● IT onboarding for new starters
● Performing PA duties for the managing partners (flights, travel, calendar management, expenses)
● Assisting the accounting department with invoicing and credit control duties
● Organising financial/legal documentation and ensuring the office is ran smoothly

Candidates must be entirely bilingual in English/Spanish, have a high level of numeracy, dominate the Microsoft Office package, hold a strong University degree/Secretarial Studies and have previous experience in a PA/Office Manager role in the banking, consulting or legal sectors.

The ideal candidate will be proactive and be a team player. They must be comfortable with a wide range of tasks and be able to take the initiative.

Location – Barcelona, Diagonal (Fridays WFH)
Salary – Dependent on experience + benefit package
Timetable – 09.00 – 18.00h
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 662.

Our client, an investment/financial services firm, is looking for a versatile Bilingual Executive Assistant to provide support to their investment banking division in Madrid. 

Working in a tight team of EAs, responsibilities (among others) include:

• Complex calendar management for Partners, Directors and team

• Conference call set up with multiple participants and liaising with clients based in various time zones via email (flexibility regarding timetable required to ensure timely responses)

• Create documents for team in support of meetings/conference calls, including presentation decks, reports, and proposals

• Prepare documentation such as engagement letters, NDA’s etc. according to house style 

• Manage domestic and international travel arrangements

• Ensure all relevant client and deal information/documents are up to date 

• Expenses, credit card reconciliation 

• Event organisation for client entertaining or team events

• Ensuring all administrative needs are covered so the team can fully focus on analysis and/or commercial activities

Candidates must have a bilingual level of Spanish and English and hold a credible Degree. They should have circa 3/4 years’ previous experience as an Executive Assistant (banking or consulting backgrounds viewed favourably) and use standard Tech with ease (Office package, Excel, PowerPoint, Zoom and internal systems).

The ideal candidate will display a high level of efficiency and able to adapt to changing priorities and volumes of work. They will enjoy becoming an integral part of a team and working in a fast paced and rewarding environment.

Location – Madrid

Salary – Dependent on experience

Timetable – Full time

Contract – Permanent

Incorporation – Immediate

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 664.

Our client, a global player in the fashion and fragrance industry is currently looking for a Bilingual Executive Assistant to Assist their Head of EMEA (Executive VP), based in Barcelona. 

Responsibilities (not limited to) will include: 

• Complex agenda management across geographies and time zones, anticipating conflicts and prioritising effectively 

• Act as the gatekeeper of VPs time, deflecting with tact where necessary

• Inbox and correspondence management, responding on VPs behalf when appropriate and necessary 

• Point-to-point travel logistics are often subject to last minute changes and special requests (flights, approved hotels, chauffeur etc.)

• Liaison with team of Executive Assistants in EMEA offices to facilitate local organisation when Executive VP travelling 

• Act as lynchpin between the Executive VP and other Executives, external stakeholders and staff (VP sits on ExCom)

• Ensure Executive VP is prepared and has all necessary details for upcoming meetings & relevant tech is prepared, working closely with marketing and communication departments for presentations and materials 

• Draft and edit correspondence, reports and other documents

• Conduct research and provide background information on various topics

• Coordinate small and larger events from inception to completion 

• Oversee timelines, checklists, and projects to ensure timely and orderly completion

• Attend meetings and take precise minutes as required, ensuring items actioned 

• Facilitate special requests/projects and initiatives as needed

• Ad hoc support as required 

Candidates must have a bilingual level of English/Spanish, whilst French will be viewed favourably. A relevant University degree and at least 5 years EA experience supporting a Senior Executive is also a prerequisite. Candidates must be able to manage standard Tech (Microsoft 365, Zoom Software, Slack, etc.) with ease. Previous project management experience will also be viewed favourably. 

The ideal candidate will be sharp, exceptionally organised, highly intuitive and able to manage multiple priorities at any one time. They will be a natural communicator and enjoy building relationships at all levels, acting with a professional demeanour at all times. Discretion is of the utmost importance for this position as the chosen individual will be privy to sensitive information. 

Location - Barcelona 

Salary - Competitive 

Timetable - Full time, flexible starting times

Benefits - Benefit package provided

Hybrid/On site: Hybrid work policy 

Incorporation – September 2023

Contract: Permanent (subject to trial period)

If you are interested in this role, please send a copy of your English CV to info@victoriaselection.es quoting Reference 660. 

Our client, a leading European engineering group, is currently looking for a forward thinking Bilingual/Trilingual Executive Assistant to support the newly appointed, ambitious CEO. 

Acting as the right hand of the CEO, responsibilities will include (not limited to): 

CEO Support 

• Complex agenda management and acting as gatekeeper of time: screening, booking meeting requests and calendar prioritisation according to CEO’s strategic business interests

• Weekly planning sessions with the CEO and follow up to ensure items actioned  

• Attend specific operational meetings and report back to the CEO

• Inbox management: Screening, filing, and prioritising emails and calls. Answering emails on CEO’s behalf when possible 

• Travel management for CEO (fully taking preferences into account and double checking details to ensure CEO can focus on strategic priorities) 

• Processing CEO’s notes into actions (contacts, meeting notes, etc.) 

• Project management: manage projects simultaneously and flexibly, oversee timelines and follow up to ensure timely completion

• Liaison and relationship/rapport building with stakeholders, President, Managers, other Executive Assistants, employees, Board members, external partners and internal (administrative, CMs, etc.) professionals. 

• Coordination with President’s EA 

• Cold prospecting (phone and email) on behalf of CEO and setting up introductions 

• Ensuring digital signatures, personal IDs, etc. are valid and up to date, 

• Coordinating and consolidating notary requests 

• Preparing briefings/materials/slides (board level), taking minutes for meetings, distributing accordingly and ensuring key points are actioned. These include:

o   People profiles 

o   Pertinent Qlik information 

o   Recent news 

o   Earnings reports 

• Updating and managing contacts 

o   Contact information & personal information (birthdays etc.)

• Expense reports, reconciliation of credit card statements

• Handling personal needs (doctor’s appointments, personal travel, etc.) 

Company Support

• Fully understand the group’s organisational charts and governance matters, and understand the General Manager’s agenda to facilitate coordination with the CEO 

• Organise key meetings (Board Meeting, AMM, relevant customer and institutional visits, etc.) and international events 

• Prepare an annual office visit calendar with marketing and country managers (Christmas parties, breakfasts, etc.) 

Candidates must have a bilingual level of English/Spanish and ideally French. A relevant University degree and at least 5 years EA experience supporting a CEO or leading Executive are also a prerequisite. They must be able to manage standard Tech (Microsoft 365, VC Software, Slack etc.) with ease. Previous project management experience will be viewed favourably. 

The ideal candidate will be well organised, disciplined and pay exceptional attention to detail. They will be humble, able to build trust and have good judgement - knowing how to react to situations with appropriate urgency and tact. They will ideally have strong business acumen and fully understand the CEO’s direction of travel. This role is ideal for an individual who enjoys working on a strategic level where they are able to propose solutions and stand up when necessary to better the firm’s competitive advantage. 

Location – Getafe (driving licence required as public transport limited)

Salary – Dependent on Experience 

Timetable – Full time Flexibility required, (very occasional flexibility for travel required)

Benefits - Parking space

Hybrid/On site: Predominately on site but flexibility when CEO travelling

Incorporation – September/October 2023

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 659. 

Our client, a HNWI based across various countries, is seeking to recruit a Corporate Administrator and Family Office Manager on a permanent contract basis – part time or full time. This person will ideally be located in Luxembourg or between Madrid and Luxembourg.

The Corporate Administrator will deal with all aspects of administration of the companies, act as a central point of contact with the view to coordinate and deliver the day-to-day administration service, identifying and anticipating possible problem areas, and offering suitable solutions.

Responsibilities will include (but are not limited to):

• Coordination of Real Estate investments, primarily in Spain
• Oversight and supervision of financial holding, including private equity and portfolio investments
• Manage all payments and transfers between holding company in Luxembourg and portfolio firms (based across countries and in differing currencies)
• Maintenance of bank accounts and payments, including execution of day-to-day of the company expenses
• Coordination of Family Office payments (household bills, utilities contracts for residences, insurance documentation)
• Coordination with accountants of relevant tax submission and reporting to the relevant tax authorities
• Coordination of the approval of the statutory financial statements (e.g.: annual accounts)
• Organisation and preparation of director and shareholder meetings
• Preparation of standard shareholder resolutions
• Maintenance of the companies’ files
• Basic book-keeping
• Bank reconciliation
• Liaison with relevant stakeholders
• Implement and maintain controls relevant to the position
• General administrative duties & ad hoc projects/tasks as required

Candidates must be Bilingual or a native English speaker (this role will be conducted in English). Knowledge of Spanish is a plus whilst French and German will be viewed favourably too. Two to three years previous experience as a company administrator/accountant/controller is a prerequisite for this role. A relevant University degree will also be valued. The ability to manage standard Tech applications is required whilst Real Estate investment knowledge would also be an advantage.

The ideal candidate will be highly organised with a systematic approach. They will pay excellent attention to detail and be able to perform under pressure. They will be responsible, independent and comfortable working in a small but busy team.

Location – Luxembourg or between Madrid and Luxembourg (must be willing to travel within the EU)

Salary – Remuneration will be market related and commensurate with experience and seniority

Timetable – Flexible working hours

Contract – Permanent

Incorporation – Immediate

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 654.

Our client, a luxury Madrid based Real Estate investment firm is looking for a motivated Bilingual Executive Assistant to join their busy team.
Responsibilities (among others) will include:

• Agenda management for founders: taking strategic priorities into consideration in order to optimise time management
  Travel, events and logistics: Planning and coordination of client events and national/international travel (flights, hotels, itineraries)
• Contracts & Legal Documentation: Contract preparation and review (purchase/sale), proofreading documentation, liaison with gestoría, banks, notaries, etc.
• Negotiation and management of suppliers: negotiation, search for providers and benchmarking options to present to founders
• Documentation & Administration: Prepare decks, presentations and documents for potential clients
• Supporting Partner with reviewing, translating (Spanish & English), summarising and processing legal and financial documentation
• Communication: Manage flow of incoming firm communication, prioritise and redirect accordingly according to strategic objectives
• Project management and follow up to advancement and completion of projects: overseeing work with architects/design/renovation workers on site, solving potential issues that may arise, acting as key point of contact
• Preparing/sending invoices and providing follow up, expense reports
• Act as key point of contact for clients
• Ad hoc personal tasks as required: personal travel, agenda etc.
• Essentially, the chosen candidate will ensure that all back-office tasks areorganised so that the founders can focus on strategic and commercial efforts

Candidates should have a bilingual level of English and will ideally have circa five years’ previous experience in a Project Management, Paralegal or Executive Assistant capacity (consulting, legal background a plus). A credible Degree (Law
or Management) will be considered favourably. They must be able to manage standard Tech (Mac/PC, Office, Google Workspace, VC Software) with ease. A clean driving licence and vehicle is a plus for this position.

The selected candidate will be hard working, naturally proactive and able to manage multiple projects simultaneously. They will be agile, open minded, able to prioritise and deliver.

Location – Madrid, Chamartín
Salary – Dependent on experience
Timetable – 9.00h - 18.00h (Fridays 9.00h - 15.00h)
Contract – Permanent
Incorporation – September 2023

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 652.

Our client, a reputable international law firm, is looking for a Bilingual Paralegal to join their team in Madrid to work on high-value international cases.    

Responsibilities (not limited to) include:

Case Management

• Responsible for the day-to-day aspects for the case through implementation of procedures
• Organise and maintain large electronic and paper case files
• Maintaining materials/documents received from clients and indexing or organising for upload to database
• Managing correspondence and logging/uploading correctly

Document review:

• Working alongside lawyers to conduct first level reviews prior to second level review by associate team

Filings

• Assisting with the written work of associates during submission phases
• Producing documentation ensuring that house style is applied consistently
•  Cite-checking, proofreading and managing the collection of supporting documentation (including indexing)
• Hearings
• Logistical planning of hearings (negotiating contracts with transcribers, interpreters and hearing venues)
• Working alongside fee earners to produce opening/closing PowerPoint presentations 
• Assist with the preparation of cross-examination bundles

Candidates must have a bilingual level of English/Spanish in order to proofread legal documentation in both. The candidate will have ideally worked as a paralegal or legal assistant (3+ years’ experience) at a leading international dispute resolution practice on high value, complex disputes – commercial litigation, international arbitrations or PIL and have participated in both in-person and virtual hearings. Education to degree level: a law degree or legal studies in some other capacity is a prerequisite for this role. Knowledge of standard Tech (Microsoft365, Adobe Word, Excel, VC Software) is required whilst knowledge of Westlaw, PLC or specific arbitration databases would be helpful. Experience of undertaking research and document production is a must.

The selected candidate will be able to work with minimal supervision and enjoy working with a tight knit Paralegal team based across different geographies and time zones. They will have excellent attention to detail and be able to produce work to the highest standard of accuracy. They will be flexible in terms of hours and travel due to the international focus of this role.

Location – Madrid

Salary – Competitive + Bonus + Benefit package

Timetable – Full time, flexibility required (the selected candidate must be prepared for occasional international travel)

Incorporation – Q3 2023

Contract: Permanent, subject to probation period

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 644.