Our client, a top level international strategic consulting firm is looking for a Bilingual Team Assistant to provide support in their Madrid office.

Among others, responsibilities will include:

• Day to day management and administration of the office, acting as key point of contact and face of the firm (liaising with international HQ when necessary)
• Organising meeting rooms, receiving visitors, managing access cards
• Managing deliveries and couriers
• Suppliers: manage orders and relationships with necessary service providers for Office (stationary, catering, kitchen supplies etc.)
• IT: Manage inventory of all equipment, manage guarantees, coordination with IT in German Headquarters. Ensure that new hires have necessary equipment when joining
• Manage mobile phone contracts & handsets
• CRM system: management of CRM system, contact database, project flow and mass mailings
• HR & Recruiting support: scheduling interviews and logging updates onto internal HR system
• Supervision of office maintenance for common areas
• Working closely alongside EA to Partner, supporting with ad hoc projects
• Ad hoc support to wider team as required

Candidates must be bilingual in English/Spanish (German a plus to speak with HQ), 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 financial, consulting or legal sectors will be viewed favourably.

The ideal candidate will be resourceful and able to work independently. They should be happy in a smaller, international team with big ambitions.

This position will be mainly office based however the firm allows some flexibility.  

Location: Madrid, Castellana

Salary:  Circa €25,000 + Bonus + Benefits

Timetable:  Monday – Thursday 09.00 – 18.30h, Friday 09.00 – 15.00h

Contract: Permanent (subject to trial period)

Incorporation: ASAP

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 538.

Our client, a boutique Private Equity/Investment Firm with offices across Europe is looking for a switched-on bilingual Office Assistant to support their small but busy team.

Among others, duties will include:

• Management of incoming calls and other communications
• Managing travel bookings: flights, hotel and travel bookings for investment associates, according to company protocol
• Organising meeting rooms, receiving visitors and ensuring they are well looked after
• Schedule and plan meetings and events
• Supervision of office maintenance for common areas, ensuring office facilities always pristine and acting as the go to person for administrative needs
• Coordinate office catering
• Filing of information and documentation, as deemed necessary
• Manage invoices for office material and supplies
• Ensure that new hires have necessary equipment when joining
• Inventory of office material
• Coordinate with other departments to ensure that internal policies applicable to the office space are applied
• Provide support to other departments when deemed necessary
• Expense reports and credit card reconciliation using Excel
• Liaising with providers/suppliers and providing follow up when necessary (e.g. catering, stationary, building etc)
• Collaborating with Assistants/staff in other European offices, acting as key contact for administrative needs 

Candidates must be bilingual in English/Spanish (additional languages such as French and Catalan a plus), 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 financial, consulting or legal sectors viewed favourably.

The ideal candidate will be well presented, personable and responsible. They will pay attention to detail and enjoy acting as the first point of contact for this smart firm.

This position will be fully office based.

Location – Barcelona, Diagonal

Salary – Between €27,000 - €30,000 (Depending on experience)

Timetable – 09.00 – 18.00h

Contract – Permanent (subject to trial period)

Incorporation – ASAP

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 537.

Our client, an International Architectural Firm is looking for a proactive, Native English PA/Team Assistant to assist their Madrid office in Barrio Salamanca and give full support to one of their Partners.

Responsibilities (among others) include:

• Managing the Partner’s calendar and agenda, writing and sending emails on their behalf, telephone calls, etc. (50% of workload)
• Organising travel and documentation for the Partner
• Acting as the first point of contact for the firm’s contacts in North and South America
• 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
• Assisting with back-office tasks as required
• Ad hoc secretarial tasks, proofreading, translating and reviewing documentation

Candidates must be Native English, with a High level of Spanish, a relevant University degree/Secretarial studies and a professional level of Microsoft Office. Ideally the candidate will have previous experience in a customer facing role or secretarial support role.

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

Location: Madrid, Barrio Salamanca Salary: Between €20,000 – €30,0000 - Dependent on experience Timetable: 10.00h – 20.00h

Contract: Temp to Perm (Temporary for first year, to then become permanent)

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 539.

Our client, the founder of a Tech firm who is prominent in the international investment and venture capital sectors, is currently looking for an exceptional Executive Assistant to provide 1:1 support. This firm has offices in Madrid, New York and London and the CEO travels between these locations.

Acting as a “second pair of eyes” for this ambitious CEO, responsibilities (among others) will include:

- Full inbox and correspondence management for CEO (outgoing and incoming) and management of LinkedIn account. Responding on her behalf and redirecting information as necessary

- Organising point-to-point international travel arrangements (flights, car transfers, visas, passports, apartments, hotels). The CEO spends 70% of her time travelling

- Acting as key point of contact, liaising with staff and stakeholders on behalf of CEO

- Communicates with the general staff on the CEO’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the Senior Leadership Team, The Management Team (TMG), etc.

- Communicates directly and on behalf of the CEO with Board members, donors, foundation staff, and others on matters related to programmatic initiatives as directed.

- Support in prioritizing different types of tasks and coordinate deadlines, consistently staying up to date on task management and communicate effectively around priorities

- Seamless organisation of rigorous professional and personal agenda prioritising according to CEO’s strategic business interests (must be comfortable with constant reorganisation and last-minute travel changes)

- Scheduling and rescheduling meetings, teleconferences and videoconferences across global time zones & geographies

- Preparing briefings/materials/slides, taking minutes for meetings (board level), distributing accordingly and ensuring key points are actioned

- Assisting with the preparation and distribution of materials for speeches and conferences

- Private/personal tasks as required to free up CEO’s time (household utilities, ensuring bills paid, follow up with administrative professionals, maintenance and repairs, renovations, insurance)

- Expense reports, reconciliation of credit card statements and assisting with management of CEO’s personal finances and investment portfolio

- Project management: manage projects simultaneously, oversee timelines and follow up to ensure timely completion, liaising with CEO’s leadership team

- Managing CEO’s contacts, ensuring information up to date

- Proactively anticipate the needs of the CEO and take action accordingly

Candidates must have a bilingual (or near native) level of English and ideally be bilingual in Spanish as this role will carried out in English and Spanish. A relevant University degree and have at least 5 years EA experience are also a prerequisite (fast growth, high performance tech or consulting environments viewed favourably). They must be able to manage standard Tech (Mac/PC, Excel/Pages, VC Software) with ease.

The ideal candidate will be ambitious, energetic and unflappable. It’s essential that they are resourceful, are able to come up with alternative solutions with short notice and can switch gears quickly. This is a role with a “no task to large or small” mentality.

Location – Remote (Madrid office available for use)

Salary – Dependent on Experience + Bonus

Timetable – Full time Flexibility required, (flexibility for travel required) Incorporation – Winter 2021

Contract: Permanent (subject to trial period), contracted through the Madrid office

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 535.

Our client, a prominent British Law firm are looking for an Administrative Assistant to cover a parental leave, providing billing support to two Departments (Labour & Trade).

Amongst others, duties will include:

• Preparation of invoices, billing and e-billing
• Monitoring sent invoices
• Credit control and following up unpaid invoices
• Logging in providers’ invoices to the system (SII)
• Cash management: bank reconciliation and monitoring of balance and movements
• Monitoring lawyers’ timesheets and expense reports
• Program bank transfers and make payments
• Reconciliation of credit cards, ensuring receipts are correctly filed
• Assist with maintaining all accounting records
• Accounts payable: keeping track on providers’ invoices

Candidates should be a quick learner and have previous experience or exposure to an accounting/finance role. A degree or relevant advanced education in Finance also preferable. Full bilingualism isn’t essential for this role, however is preferable.

Applicants must be adept with Outlook, Office 365 (Excel) and be able to use and pick up relevant accounting software with ease. Experience in an accounts department, notary or gestoría will be considered favourably.

The ideal candidate will be a fast learner, flexible and pay special attention to detail.

Location – Madrid, Castellana

Salary – €28,000 - €30,000

Timetable – *Important* Full time (although first two weeks of handover/training will be part-time 10.00h – 14.00h)

Contract – Parental leave, circa 4 months (contract with company directly)

Incorporation – Mid December  

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 536.

Our client, an international Law firm is looking for a resourceful and proactive bilingual Executive Assistant to assist a Partner who heads up the Corporate department, 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 2-3 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 €25,000 + 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 532.

Our client, a leading international Private Equity investment manager is currently looking for an Office Manager/Executive Assistant to support their growing Iberian team, based in Madrid.

Our client, a boutique Legal firm are looking for a responsible and approachable Office Manager to support their Madrid office.  

Responsibilities (among others) include:

• Day-to-day management and administration of the office
• Ordering office materials and speaking to suppliers (kitchen supplies, stationary)
• Formatting & amending legal documentation (track changes)
• Preparing and sending invoices
• Supervising and acting as the main contact for the accounting agency (gestoría)
• Updating website with different content and managing all communications
• Coordinating administration Department
• Managing expenses and petty cash
• Organising any company event (Christmas lunch, etc.), institutional relations
• Electronic and physical archiving of legal documents
• General office support and ad hoc secretarial tasks

Candidates must be comfortable speaking in English and Spanish and must have experience with the Microsoft Office package. Previous experience in a legal environment is a plus. Candidates should have experience in a similar role.  

The ideal candidate will be a self-starter who is able to work independently.

They should be personable, positive and well presented as they will often act as the first point of contact for the firm.

Location – Central Madrid

Salary –€30,000

Timetable – Full time – (9.30h -14.30h 16.30h – 19.30h)

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 534.

Our client, an industry leader who has recently made headlines securing Private Equity funding to expand the operation internationally, is looking for an Executive Assistant to support their CEO and provide ad hoc support to the Finance Director. Whilst this firm has offices in Madrid, the position will be undertaken at their plant near Ciudad Real. 

Responsibilities (among others): 

• Organisation of professional agenda (often subject to last minute changes) for CEO
• Act as second pair of eyes for CEO
• Full inbox, telephone and correspondence management for CEO (outgoing and incoming) 
• Scheduling meetings, teleconferences and videoconferences across time zones & geographies (with investors and international clients)
• Organising domestic and international travel arrangements (flights, transfers, visas, passports) 
• Project management: manage multiple projects simultaneously and follow up 
• Prepare materials/briefs, take minutes for meetings (board level), distribute accordingly and follow up
• Compose and review written communication, reports, presentations and spreadsheets 
• Expense reports, reconciliation of credit card statements
• Physical/digital archiving
• Ad hoc administrative tasks for the CEO and Finance Director

Candidates must be bilingual in English and Spanish. French is considered a plus. They should have at least 3 years’ experience working as an Executive Assistant and ideally have provided 1:1 support. They must hold a strong University Degree or have completed secretarial studies. A solid grasp of standard Tech and applications (Office, Mac, Google Workspace, Zoom, Slack, CRM software etc.) is required. A driving license required.

The ideal candidate will be responsible, willing to learn and proactive. This is a firm who is at an exciting expansion stage and ideal for a candidate with a genuine interest in the business.

Location – Ciudad Real

Salary – Dependent on Experience + Bonus

Timetable – (08.30 – 14.00, 15.30 – 19.00h). Potential travel required

Incorporation – Autumn 2021

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 525.