Our client, a reputable British Law firm is looking for a Bilingual Practice Manager to assist with the firm’s set up in Spain (Barcelona) and subsequently oversee the daily running (administration) of the Spanish practice.

Responsibilities (not limited to) include:

Operations, Administration, and Facilities Management (30%)

• Complete administration of the workplace, ensuring the smooth running of the office, acting as the key point of contact between Barcelona (base in Spain) and London for administrative practices
• Streamlining processes to ensure best practice, efficiency and profitability
• Building and facilities management, including insurance, health & safety and compliance
• Supplier management and contract negotiation with all providers
• Acting as key contact for compliance issues, providing clients with necessary compliance documentation

Onboarding & Case Management system (30%)

• Acting as go to person for case management system, managing licences and training
• Onboarding new joiners (IT and email set up, license and set up on case management system, business cards, profile for website, etc.)
• Arranging necessary training for case management system
• Providing house templates, to include Engagement letters, letterhead
• Arranging migration of files and client set up on system

Finance (30%)

• Daily management of local bank accounts
• Daily bank reconciliation
• Responsible for invoice payments to service providers, ensuring prompt payment
• Invoicing and follow up
• Expense reports, purchase ledger and credit card reconciliation
• Preparing daily bank transfer of bill payments
• Setting up bank payments on behalf of clients
• Liaison with external support accounting firms (gestoría), submission of quarterly tax returns and necessary templates

Secretarial Support (10%)

• Acting as point of contact for all Partner queries and respond accordingly
• General ad hoc tasks, this individual will provide the operational backbone of the firm

Candidates must have a bilingual level of English/Spanish and Catalan is a plus. They must also hold a credible University degree and have previous experience in a relevant sector. They must be able to manage standard Tech (PC, Excel, VC Software) with ease. Previous experience in a growth, start-up, legal or financial environment viewed favourably.

The selected candidate will be responsible and independent. They will be familiar with administrative procedures in Spain (gestoria, contracts). This is a position that will evolve as the Spanish practice grows therefore requires flexibility and an open mind.

This opportunity will be carried out between an office in Barcelona and remotely. It may involve occasional travel to London and Madrid.

Location – Barcelona

Salary – Competitive

Contract – *Important* The candidate will be set up as freelance and invoice the firm on a monthly basis

Timetable – To be finalised. Initially Part-Time to then become a Full-time role

Incorporation – September 2021

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 511.

Our client, a leading global Private Equity firm, is currently looking for an ambitious, Bilingual Executive Assistant to support a Private Equity team.

Responsibilities (among others) will include:

• Agenda management for partners and calendar support for the investment team (including Directors), anticipating schedule conflicts and prioritising key objectives (60% of workload)
• VC and call set up for Directors & team
• Travel logistics for partners and investment team. Coordinating logistics for international Roadshows
• Developing relationships with client EAs to facilitate smooth organisation of meetings and conference calls
• Acting as a key contact for clients, portfolio firms and teams globally
• Prepare documentation: pitches, NDAs etc. (all in English)
• Participation in firmwide meetings 
• Expense reports for partners
• Assisting with the organisation of Offsites and company events
• Receiving clients and managing catering requests for office-based meetings
• Assisting with back office tasks as required (expense reports, contact database)
• Ad hoc tasks when required by team

Candidates must have at least 3/4 years’ experience working as an EA, ideally in the buy side/Private Equity Sector (M&A and management consulting backgrounds also viewed favourably). They must hold a strong University Degree and have business acumen. A solid grasp of standard Tech and applications (Office, Mac, GSuite, Zoom, Slack, CRM software etc.) is required.

It is essential that candidates are bilingual, as this role is predominately English speaking. Candidates must be proactive, assertive and energetic. This role requires dedication and solid teamwork. Discretion is paramount due to the nature of the transactions the team cover.  

Location – Madrid

Salary – €34,000 + Performance Bonus + Benefit package

Timetable – Full time (Office based)

Incorporation – September 2021

Contract: Permanent 

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 510.

Our client, a discreet international philanthropic consultancy, is looking for a bilingual Grant Administrator to support and ensure the smooth running of the grants process in Spain.

 Responsibilities (not limited to) include:

• Handling incoming grant applications and support the financial evaluation of applications (strong analytical and problem-solving skills)
• Operating Salesforce; monitoring and following up pending applications in consultation with Programme Manager/Grant Manager (large bulk of workload)
• Supporting team with solid project management
• Interacting professionally with partners in multiple countries (all in English)
• Executing the payment process flawlessly
• Prepare reports and fulfil reporting requirements as requested by Global office and local team
• Contributing to compliance with due diligence policies
• Plan and organise workshops
• Ensuring integrity and quality of the grant making process keeping the group’s strategy and values in mind

Candidates must be entirely bilingual in English/Spanish (please do not send your CV if you do not fulfil the language requirements) as this will predominately be undertaken in English. Candidates must hold a credible University Degree and hold relevant previous experience (ideally Project Management). Solid experience with Salesforce viewed favourably as this is the primary tool the chosen candidate will work with. 

The ideal candidate will be meticulously organised, be responsible and able to manage various workflows at different stages. They must be able to switch gears at a moment’s notice and be at ease reporting to various managers with differing needs.  It’s essential that they reflect the philosophy and culture of the organisation and act in line with the values at all times. Due to the nature of this organisation, discretion is paramount.  

Location – Madrid, Barrio Salamanca

Salary – Dependent on Experience + Benefits

Timetable – Full time

Contract – Permanent

Incorporation – ASAP

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 509.

Our client, a boutique Real Estate firm is looking for a proactive bilingual Junior Team Assistant who can provide administrative support to their team in Milan. 

Working alongside another Team Assistant, responsibilities (among others) include: 

• Acting as the face of the firm, greeting visitors and telephone reception
• International call filtering
• Preparing office materials & organising meeting rooms, ensuring cleanliness
• EA duties for the team (agenda management, travel and expense reports)
• Videoconference set up with various participants 
• Expense reports for team
• Acting as the contact person for basic accounting needs (sending through payslips, invoices and receipts)
• Ordering and managing office and kitchen supplies (stationary, coffee, etc.) 
• Physical and electronic archiving (using archiving software)
• Organising catering and couriers
• Acting as the “go to person” for any administrative requirement

Candidates must be very comfortable working in English (Italian a plus), dominate the Microsoft Office package and relevant software (Zoom, etc.). They will ideally hold a credible University degree and have ideally 1-2 years previous experience in a PA/Secretarial role. 

The ideal candidate will be respectful, very well presented and comfortable liaising with international clients. They should be able to work independently and be able to take the initiative. 

This role will be undertaken in the office. It will include a training period 

Location – Milan

Salary – €32,000 

Timetable – Full Time

Contract – Permanent (subject to trial period)

Incorporation – Summer 2021

If you are interested in this role, please send a copy of your English CV to info@victoriaselection.es quoting Reference 508. 

Our client, an international family based in Madrid are looking for an outgoing Bilingual Private Personal Assistant (PA) to assist them personally as well as with their numerous business and charitable interests. 

Responsibilities (among others) will include:

-       Assisting with the running of various ventures, monitoring ongoing projects and following up to ensure project completion

-       Researching potential future ventures, producing summaries and undertaking market research

-       Assisting with operations for philanthropic organisation

-       Translation, contract review and proofreading of documentation (English/Spanish)

-       Preparing presentations and reports

-       Attending Madrid based meetings on behalf of the family (particularly whilst they are travelling) and providing reports and summaries

-       Private Agenda and travel management for family (flights, visas, personalised logistics)

-       Ensuring smooth running of the household (liaising with domestic staff, utilities, ensuring bills paid, follow up with local administrative professionals, maintenance and repairs, renovations, security, insurance, schools and vehicles)

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

-       Constant coordination and liaison with corporate Executive Assistants to ensure corporate and personal agendas are in line

-       Event organisation and hosting at family residence

-       Act as key point of contact for the family

-       Assist with personal IT support (set up of devices, electronic documentation transfer, filing, device update)

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

This opportunity will ideally be carried out at both the Family residence (La Moraleja) as well as offices close to the Castellana. This opportunity could potentially involve some international travel in the future.

Candidates must have a bilingual level of English/Spanish (the family switch between the two languages with ease), a relevant University degree and have at least 5 years PA experience (either in a corporate or private capacity). They must be able to manage standard Tech (Mac/PC, Excel/Pages, VC Software) with ease.

The ideal candidate will have a “no task to large/small mentality” as this role covers such a wide range of responsibilities. They will be meticulous and pay exceptional attention to detail. They must be able to switch between tasks, concepts and languages quickly. Discretion and tact are paramount for this position.

Location – Madrid, La Moraleja & Castellana

Salary – Competitive

Timetable – Full time (Flexibility required; potential travel required)

Contract – Permanent

Incorporation – Summer 2021

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 507.

Our client an international private investor with business interests across various European locations is currently looking for a Barcelona based Executive Assistant to facilitate expansion into the Spanish market whilst also provide support on a personal level. 

Responsibilities (among others) will include:

-       Acting as a facilitator for the execution of new investments and activities in Spain (coordinating legal set up, contracts, notary, banking, gestoria, due diligence)

-       Seamless management of complex agenda and travel (calendar, flights, passports, visas, documentation, hotels and restaurant bookings)

-       Identifying investment opportunities, collecting data, conducting market research and preparing presentations, reports and dashboards

-       Project management and follow up to advancement and completion of projects. The real estate investments are very hands-on. They entail planning renovation works, overseeing the work, renting out, talking to tenants, solving issues, dealing directly with tenants, renovation workers, architects etc.

-       Liaison with all relevant parties for transactions, acting as the key point of contact for administrative needs.

-       Translation, contract review and proofreading of documentation (English/Spanish, Catalan a plus)

-       Invoicing and accounting, ensuring deadlines are met

-       Communication and coordination with colleagues based in other European locations

-       Personal tasks for family 

-       Essentially, the chosen candidate will ensure that all back-office tasks are organised so that the investor can focus on strategic and commercial efforts

Candidates must have a bilingual level of English/Spanish and Catalan is a plus (the investor is not a native Spanish speaker). They must also hold a credible University degree and have previous experience in a relevant sector. They must be able to manage standard Tech (Mac/PC, Excel/Pages, VC Software) with ease. 

The selected candidate will be hard working, naturally proactive and responsible enough to work independently (strong requirement).  They will be familiar with administrative procedures in Spain (gestoria, contracts) and able to act as a local “guide” for the investor. They will be agile, open minded, able to prioritise and deliver.

This opportunity will be carried out between an office in Barcelona and remotely.

Location – Barcelona

Salary – Competitive

Timetable – Full time (Flexibility required; potential travel required)

Contract – Permanent

Incorporation – Summer 2021

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 506.

Our client, a leading British school is currently looking for a polished Bilingual (Native English speaking) Front Office Assistant. The chosen candidate will become a key member of this busy team.

Responsibilities (among others):

•  Complete management and administration of the reception
• Complex calendar management for the administrative team
• Acting as the “face” of the school and as the first point of contact for parents, pupils, prospective parents and visitors
• Representing the school and behaving in line with school ethos and traditional values
• Managing the switchboard and directing calls appropriately in both English and Spanish
• Troubleshooting requests via telephone and email in both English and Spanish
• Assisting the administrative team (admissions, bursar etc.) with tasks when required
• Receiving and shipping letters, courier packages and managing deliveries
• Acting as the “go to” person and "key contact" for staff, parents, pupils and suppliers                           

Candidates must be a native English speaker or entirely bilingual in English and Spanish (this requirement is non-negotiable). They should hold a credible University Degree or have completed secretarial studies. Previous experience in front office/client facing roles are be viewed favourably as are additional foreign languages.  Experience with Mac & iOS Pages & Numbers also favourable.

The chosen candidate will be bright, extremely personable and very well presented. They should thrive in a busy environment and enjoy working in a client facing role. A polite telephone manner is essential for this position. This role is ideal for a professional individual looking for long term stability in a fantastic working environment.

Location                   Madrid, La Moraleja

Salary                       Dependent upon experience + exceptional benefits

Timetable                 Full time 

Incorporation           Mid to late August 2021

Contract                   Permanent

Our client is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. The successful applicant will be subject to an enhanced DBS check

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 505.

Our client, a leading international Executive Search firm is looking to hire a junior Executive Assistant to provide support to a team (including a Partner) who work across two European offices (Madrid & Milan).

Responsibilities (among others) will include:

• Managing the agenda, and supporting the Partner and team based across the business cluster (Madrid and Milan)
• Conference call and videoconference set up (working across time zones)
• Coordinating meetings with executive level clients and candidates
• Travel management for Partner and team
• Supporting the Office Manager (Madrid) locally with administrative tasks as required
• Assisting with candidate reports in English, Spanish (and Italian if spoken)
• Handling the CRM system, ensuring it is kept up to date and monitoring processes from start to finish
• Preparing correspondence, engagement letters, presentations and pitches in English
• Welcoming & receiving visitors
• Invoices, follow up and expense reports
• Ad hoc administrative tasks as required

Candidates must have a bilingual level of English/Spanish and Italian (Portuguese also viewed favourably for this role). They should hold a relevant University degree and manage relevant IT programs with ease (Excel, PowerPoint, Zoom). It is essential that candidates hold a minimum of 2 years’ experience in a client facing sector (management consulting, law etc).

The ideal candidate will be a natural networker, comfortable working with an international team and enjoy a deadline-driven environment. They must be a team player and a strong communicator.

Location: Madrid/Milan

Salary: Dependent on Experience + Benefits

Timetable: Full time (09.00 – 18.00h)

Incorporation: Spring/Summer 2021

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 495