Our client, a Barcelona based Private Equity firm is looking for an independent Bilingual Team Assistant to help manage their new office in Madrid. 

Responsibilities (among others) include:

• Agenda management for team located in Madrid
• Acting as the face of the firm, greeting visitors and telephone reception
• Managing office and kitchen supplies (stationary, copier etc.)
• Liaising with providers to insure smooth running of Madrid office
• Teleconference and Videoconference set up with various participants
• Constant contact with head office in Barcelona, liaising on a daily basis
• Booking Flights, trains, hotels etc. for partners
• Developing relationships with client EAs to facilitate smooth organization of meetings and conference calls
• Follow up on ongoing projects
• 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 (Catalan a plus) 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 industry. 

The ideal candidate will be able to work independently as there may be periods when they will be on their own. They should be proactive, comfortable with a wide array of tasks and confident.

Location – Madrid, Castellana

Salary – Dependent on Experience

Timetable – 09.00 – 18.00h

Contract – Permanent (subject to trial period)

Incorporation – Spring 2020

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 464

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 ad investment team
• Liaising with clients and developing relationships with client EAs to facilitate smooth organization 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
• 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 (Catalan a plus) 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

Timetable – Full time

Contract – Permanent (subject to trial period)

Incorporation – Spring 2020

If you are interested in this role, send a copy of your English CV to

info@victoriaselection.es quoting Reference 463

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 either the Executive search/consulting/banking/legal sectors.

The ideal candidate will be resilient, a natural networker, able to switch gears at a moment's notice and able to work 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: ASAP

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 462

Our client, a boutique legal practice, is looking for an Office Manager/Operations Coordinator to ensure the smooth running of their busy Madrid office. 

Reporting directly to the Director of the Madrid office, responsibilities (among others) will include:

• Complete management and administration of the workplace, ensuring the smooth running of the Madrid office
• Attend management meetings and ensure objectives related to the workspace and operations are actioned
• Acting as point of contact for international headquarters and local administration firm (gestoría)
• HR: Recruitment and hiring of new staff, onboarding for new joiners, payroll and employment contracts
• Accounts: manage payments to suppliers, support with invoicing and follow up
• Company policy: implementing company policy on a local level as outlined by international headquarters
• Facilities: Negotiate supplier contracts such as rental, insurance, cleaning, IT equipment 
• Compliance: ensuring local and international compliance and legal obligations are met
• Documentation: assisting with engagement letters and necessary follow up
• PA support: Light support to Director of office as required

Candidates must be entirely bilingual in English/Spanish (please do not send your CV if you do not fulfil the language requirements), have a high level of numeracy, dominate the Microsoft Office package, hold a strong University Degree (ideally business/management related) and have over 4 years previous experience in an Office Manager/Operations role in the consulting/legal sectors.

The ideal candidate will be versatile and tremendously proactive. They should be able to effectively follow up on initiatives to ensure that operational objectives are met.

Location – Madrid

Salary – €30,000 - €40,000 (dependent on experience)

Timetable – 09.00 – 18.00  

Contract – Permanent

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 454.

Our client, a leading multinational Real Estate firm is looking for a proactive, Bilingual Front Office Host to work in their Madrid office (maternity cover).

Responsibilities include:

Reception/Host

• Acting as the face of the firm and first point of contact, greeting visitors and managing reception (English and Spanish)
• Booking and preparing meeting rooms and ordering necessary supplies, ensuring that all meeting rooms are kept in pristine condition and prepared before use (glassware, water bottles, etc.)
• Answering switchboard and redirecting as necessary (Akkadian software)
• Manage catering requests, couriers and deliveries
• Organising Video Conferences for employees and clients
• Organising welcome-pack and lockers for new joiners as well as security cards for visitors (coordinate with those who manage the building)
• CRM system: input supplier information and ensure that database is up to date
• Assist Office Manager with event organisation and hosting as and when required
• Helping to promote a collaborative and sociable environment

Candidates must be bilingual in English/Spanish and be able to manage the Microsoft Office package with ease (notably Excel). They should have around 2 years previous experience in a front office, front of house (hospitality) or a public relations position.

It is essential that the chosen candidate is sociable, approachable and has a positive outlook. The must enjoy developing relationships and act as a “friendly face” in the office. They should be able to think on their feet and be well presented.

Location: Madrid, Castellana

Salary: €20,000

Timetable: Full time

Contract: Maternity Cover (4-6 months)

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 456.

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 - June 2020 or September 2020 

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