Our client, a fast growth digital firm who work across the investment banking sector are currently looking for an ambitious Bilingual Executive Assistant to support their Founders and Assist with the running of the office.

Among others, duties will include:

Executive Assistant

• Organisation of professional agenda (often subject to last minute changes) for CEO & Founder
• Scheduling meetings, teleconferences and videoconferences across time zones & geographies (with investors and international clients)
• Organising travel arrangements (flights, transfers, visas, passports) 
• Project management: manage multiple projects simultaneously and provide follow up 
• Prepare documentation/materials/briefs/presentation slides and conduct research when required
• Expense reports, reconciliation of credit card statements and filing

Office Management

• Administration of the workplace, overseeing the smooth running of the office
• Act as first point of contact for sales providers and negotiating supplier contracts
• Implementing Health and Safety policy in the office and organising risk assessments  
• Act as go to person for any maintenance issues
• Act as the first point of contact for visitors 
• Act as a “go to person” for any administrative task required

Candidates must have a bilingual level of Spanish and English (Catalan a plus) and hold a credible Degree. They will ideally have worked in a fast growth environment previously (start-up/VC).  A solid grasp of standard Tech and applications (Office, GSuite, Zoom, Slack, CRM software etc.) is required.

The ideal candidate will be extremely proactive and comfortable working independently. They will be incredibly organised and show a genuine interest/passion for the investment sector or working in a fast growth firm.

This is an exciting role for someone looking for a fast moving, forward-thinking environment. Being an agile firm, this role offers career progression and flexibility.

Location – Barcelona

Salary – Dependent on experience

Timetable – 09.00 – 18.00h. Hybrid working

Contract – Permanent

Incorporation – ASAP

If you are interested in this role, please send a copy of your English CV to info@victoriaselection.es quoting Reference 627

Our client, an esteemed global Private Equity firm, is currently looking for a committed Bilingual Executive Assistant to provide support across different business lines (Private Equity and Infrastructure).

Responsibilities (among others) will include:

• Agenda management for investment professionals 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 investment professionals
• 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.
• Greeting clients and visitors & ensuring they are looked after whilst at the office
• Reconcile credit card statements and submit expense reports for the Executive as well as manage other related budgets/expenses
• 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 at least 3-4 years’ experience working as an EA, ideally in the banking (M&A, legal or consulting sectors). They must hold a strong University Degree and have an advanced knowledge of the Microsoft Office package (PowerPoint, Excel).  

It is essential that candidates are bilingual, as this role is predominately English speaking. Candidates must be proactive, assertive and energetic.          

Location – Madrid

Salary – Competitive + Discretionary Bonus + Exceptional benefit package

Timetable – Full time 09.00 – 18.00h

Incorporation – ASAP

Contract: Permanent 

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 625

Our client, a top tier European Private Equity investment manager is currently looking for a bright Office Assistant to support their well-established Iberian team, based in Madrid. 

Responsibilities (not limited to) include: 

• Acting as the first point of contact for the firm, greeting clients (portfolio firms, co investors, etc) and ensuring they are well looked after
• Organising the Advisory Board meetings (transfers, catering etc.)
• Meeting room booking and management (for both internal and external meetings)
• Responsible for meeting rooms and upkeep: taking care of meeting rooms (preparing the meetings, filling with drinks/stationary, ensuring cleanliness etc.)
• Assisting the Office Manager as necessary (scheduling and rescheduling meetings, teleconferences and videoconferences across global time zones & geographies, facilities/maintenance, etc).
• Liaising with suppliers, not limited to: groceries, fruit orders and stationary (general & branded items), sanitary and pharmacy products (hand soaps, hand sanitizer, tissues, plasters etc.)
• Arranging taxi transfers
• Managing catering for internal and external meetings
• Managing office expenses/invoices and uploading to Rydoo
• Managing incoming calls
• Incoming and outcoming mail management
• Responsible for treating the requests coming to the front office email address and slack channel
• Keeping “Reception Guidebook” and all other relevant documentation up to date
• Training of new/temporary front office staff
• Collaborating with Assistants/staff in other European offices, acting as key contact for administrative needs

Candidates must be bilingual in English/Spanish hold a credible University Degree, be numerate and adept with tools such as Microsoft Office, Google Workspace, Slack and Zoom. Candidates should have at least 2/3 years’ previous experience in a similar role. Experience in the investment/financial, consulting or legal sectors viewed favourably.

The ideal candidate will be personable, able to take the initiative and work independently. They will enjoy working for a dynamic team. Discretion is paramount due to the nature of the transactions the team cover. 

Location – Madrid Salary – Dependent on experience + Bonus + Exceptional benefit package Timetable – Full time

Office based

Incorporation – Q1 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 624.

Our client, a top tier European Private Equity investment manager is currently looking for a well-presented and bright Office Assistant to support their well-established Italian team, based in Milan.

Responsibilities (not limited to) include: 

• Acting as the first point of contact for the firm, greeting clients (portfolio firms, co investors, etc.) and ensuring they are well looked after
• Organising the Advisory Board meetings (transfers, catering, etc.)
• Meeting room booking and management (for both internal and external meetings)
• Responsible for meeting rooms and upkeep: taking care of meeting rooms (preparing the meetings, filling with drinks/stationary, ensuring cleanliness, etc.)
• Assisting the Office Manager as necessary (scheduling and rescheduling meetings, teleconferences and videoconferences across global time zones & geographies, facilities/maintenance, etc).
• Liaising with suppliers, not limited to: groceries, fruit orders and stationary (general & branded items), sanitary and pharmacy products (hand soaps, hand sanitizer, tissues, plasters, etc.)
• Arranging taxi transfers
• Managing catering for internal and external meetings
• Managing office expenses/invoices and uploading to NetSuite and Rydoo
• Managing incoming calls
• Incoming and outcoming mail management
• Responsible for treating the requests coming to the front office email address and slack channel
• Keeping “Reception Guidebook” and all other relevant documentation up to date
• Training of new/temporary front office staff
• Collaborating with Assistants/staff in other European offices, acting as key contact for administrative needs

Candidates must be bilingual in English/Italian hold a credible University Degree, be numerate and adept with tools such as Microsoft Office, Google Workspace, Slack and Zoom. Candidates should have at least 2/3 years’ previous experience in a similar role. Experience in the investment/financial, consulting or legal sectors viewed favourably.

The ideal candidate will be positive, personable, able to take the initiative and work independently. They will enjoy working for a dynamic team. Discretion is paramount due to the nature of the transactions the team cover. 

Location – Milan Salary – Dependent on experience + Bonus + Exceptional benefit package Timetable – 9.00h-13.30h/14.30h-18.00h

Office based

Incorporation – Q1 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 623.

Our client, a British Private Equity firm, operating in three continents, is currently looking for an exceptional Bilingual Executive Assistant to provide support to a number of Directors in their growing Spanish Office.

Responsibilities include, but are not exclusive to the following:

• Proactively planning and managing Director diaries with the ability to make quick decisions and react with urgency when necessary, ensuring their time is used efficiently and effectively
• Organising complex calls/meetings/across different time zones
• Handling confidential and delicate information with integrity and discretion
• Coordinating within the global EA team across various time zones
• Delivery of complex multi-stop travel arrangements, including but not limited to: hotels, transfers, flight bookings, detailed itineraries, visas etc.
• Preparing and generating relevant documentation and reports to deliver to wider team
• Providing constant follow up to ensure implementation projects are on track
• Processing business expenses
• Accurate data entry onto technology platforms as required
• Ad hoc administrative support as required

It is essential that the chosen candidate is a fully bilingual English & Spanish speaker (this is a global role, to be conducted 50/50 ESP/ENG). Whilst bilingual Spanish is a plus for integration within the Spanish team, it is not absolutely essential. A credible University Degree and at least 3-5 years previous experience in a global business with geographically diverse stakeholders is preferred whilst a solid grasp of standard Tech Office, GSuite, Zoom, Slack, CRM software, etc.) is required.

The ideal candidate will be enthusiastic, assertive and able to deliver to tight deadlines. They will be incredibly resilient, dexterous and be prepared to go the extra mile. An international outlook is key, given that this role requires simultaneous local and global communication and coordination. 

Location: Madrid, Barrio Salamanca

Salary: Competitive + Bonus + Benefits

Timetable: Full time Incorporation: ASAP, Jan/Feb 2022

Contract: Permanent

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 621.

Our client, an international Law firm is looking for a resourceful and proactive bilingual Executive Assistant to assist a Partner, as well as his team.

Responsibilities (including, not limited to) will include:

•         Agenda management for team, anticipating schedule conflicts
•         Booking flights, accommodation, transfers
•         Effectively follow up ongoing projects
•         Amending legal documentation (track changes), elements of legal translation
•         Billing, follow up, expense reports and timesheets
•         Open matters on the system, manage client contacts and ensure all information up to date
•         Preparing PowerPoint presentations (following company branding), pitches and reports
•         Preparing legal documentation (electronic & physical), printing & binding
•         Organise materials for meetings (videoconference, data rooms, presentations)
•         Create presentations, reports and proposals to support meetings/conference calls
•         Managing client meetings, organising meeting rooms and catering services
•         Acting as the “go to person” for ad hoc administrative requirements

Candidates must have a bilingual level of English/Spanish, a proficient Microsoft Office/Outlook level and hold at least 3-4 years’ experience as an Executive Assistant, ideally in the legal/consulting sectors. Candidates applying will ideally hold a relevant qualification in Secretarial or Administrative Support studies. 

The ideal candidate will be responsible, a quick learner and will be motivated by working in a deadline driven environment. A positive, hands – on attitude is a key attribute for this role.

Location – Madrid, Barrio Salamanca

Salary – From €30,000 + Benefits (Health & Life insurance, restaurant tickets)

Timetable – Full time (9.00h – 18.00h, 1 hour lunch break)

Contract – Permanent  

Incorporation – Immediate

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 615.

Our client, an international investment firm is looking for a polished bilingual Executive Assistant who can provide both extensive administrative support for their investment team based in Milan as well as managing the local office. Current office space is a 130sqm with c.10 employees, however, the client is in the process of relocating to a larger 500sqm office as the team grows.

Among others, duties will include:

Executive Assistant

• EA duties for the Managing Partner and investment team who continuously travel across Europe and the Americas
• Managing agendas, flights, accommodation and transfers
• Organising international conference call set up across various time zones 
• Assisting with printing and binding of presentations, greeting clients
• Organising materials for meetings (videoconference, meeting rooms, presentations)
• Managing expenses and prepare weekly, monthly and quarterly reports
• Developing relationships with client EAs

Office Manager

• Managing office and facilities in line with standards set by the company including ensuring the local office is always clean, tidy and stocked with necessary and customary office supplies
• Coordinating with the Barcelona office and other European offices
• Act as the greeting person between executives, employees, clients and external visitors
• Filing documentation electronically
• Organising catering services and other ad hoc administrative requirements 

Candidates must be bilingual in English/Italian (Spanish a plus), ideally have completed secretarial studies/have University Degree and be comfortable managing the Microsoft Office package. Candidates should have at least 4/5 years’ previous experience, ideally in the investment banking or finance sectors.

The ideal candidate will be resourceful, motivated and demonstrate a “no task too big/small attitude”. They must have a positive and friendly, approachable character and be a perfectionist with the wherewithal to deal with top level clients.

Location – Milan Salary – Competitive (+ discretionary bonus) Timetable – Full time Contract – Permanent (subject to trial period) Incorporation – Q1 2023

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 614.

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.

*This position will begin remotely as the firm will not have an office at the time of hire however the firm will likely adopt a hybrid approach. Given the nature of the role, the candidate should be prepared to be onsite regularly once the office has opened.*

Location – Madrid

Salary – Competitive + Bonus + Benefit package

Timetable – Full time, flexibility required

Hybrid (See above) *

Incorporation – Q1 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 610.