Our client, a prominent international intellectual property law firm who are opening a new office in Barcelona is looking for a proactive, organised, and independent Team Assistant to provide administrative support.  

Responsibilities for this role will be divided between two areas, acting as an Assistant to the Partner as well as an Office Manager.

Team Assistant to Partners:

• Organising agendas and meetings for Barcelona based partners
• Creating and managing files and documentation, ensuring the database/CRM system is up to date
• Elements of project management: assisting with the filing of applications, follow up with necessary documentation and ensuring that deadlines are met 
• Invoicing clients for working hours, providing follow up and managing partner expenses
• Preparing and sending through budgets
• Providing house templates, to include letterhead and other formalities
• Making travel arrangements for Partners
• Reporting and liaising with other offices
• Office Manager:
• Acting as first point of contact for administrative needs in Barcelona, liaising and reporting to Madrid and German offices
• Management and negotiation with providers and acting as key contact for office and maintenance needs (building/facilities, stationary, cleaning, repairs etc).
• Managing the switchboard and answering calls
• Organising meeting rooms , ensuring cleanliness standards are met and receiving clients  
• Ad hoc administrative tasks as required

Candidates must have a bilingual level of English/Spanish and ideally Catalan too. They will ideally have around 3 years’ previous experience in a relevant sector. They must be able to manage standard Tech (PC, Excel, VC Software) with ease. 

The ideal candidate will be able to work independently and will demonstrate attention to detail.

Location – Barcelona, Diagonal

Full-time salary - €25,000 - €27,000  

Contract - Permanent

Timetable – Part-time,  for at  the first four months, this will subsequently become Full-Time

Incorporation – 1^st September 2021

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 514.

Our client, a busy media firm is currently looking for an eloquent and switched on Bilingual Executive Assistant to the Chairman and CEO.

 Acting as the “right hand” of the CEO, responsibilities (among others) will include:

-       Acting as the first point of contact and link between the CEO, clients, third parties and employees

-       Full inbox, correspondence management for CEO’s corporate and personal communications (both outgoing and incoming). Managing all communication and respond to all communication on behalf of CEO

-       Seamless organisation of rigorous professional and personal agenda (often

subject to last minute changes)

-       Gatekeeping and filtering of all personal and corporate calls

-       Scheduling meetings, teleconferences and videoconferences across time zones

-       Managing international travel logistics (flights, transfers, visas, passports)

-       Physical/digital archiving and organisation, managing electronic devices

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

-       Ensuring the smooth running of various residences in various global locations (legal contracts, negotiation with providers, maintenance, design, repairs, household staff, renovations, insurance, vehicles)

-       Ensure the smooth running of the office (negotiation with providers, maintenance, design, repairs, insurance)

-       Translations of texts and reports (English/Spanish)

-       Oversee personal projects and assist family with personal tasks as required

-       Event organisation

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

Candidates must have a bilingual level of English/Spanish, a relevant University degree, advanced level of Microsoft Office. It is essential that candidates hold a minimum of 5 years’ experience supporting a CEO or HNWI or President, ideally in a fast-paced environment.

The ideal candidate will be tremendously proactive, eloquent and receptive. It’s imperative that they are able to switch between personal and corporate tasks at a moment’s notice. This role is for a candidate with resilience and calm manner.

Location – Madrid, Barrio Salamanca

Salary – Circa €35k

Timetable – Full time (potential travel spontaneous travel required)

Contract – Permanent

Incorporation – Immediate *Urgent hire*

Driving License required

Please note incorporation will take place directly in the office. This is NOT a remote role.

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

info@victoriaselection.es quoting Reference

Our client, a prominent investment banking firm, is looking for a positive, well presented bilingual Team Assistant who can provide administrative support to their busy team. 

Responsibilities (among others) include: 

• Acting as the face of the firm, greeting visitors and telephone reception

• International call filtering
• EA duties for the associates (agenda management, flights and transfers and expense reports)
• Assisting the senior EA and office manager
• Preparing office materials & organising meeting rooms
• Organising catering and couriers
• Acting as the “go to person” for ad hoc administrative requirements

• Teleconference and Videoconference set up with various participants 

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

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

Candidates must be bilingual in English/Spanish, ideally have completed secretarial studies/have University Degree and should manage tech and applications with ease (Office, GSuite, Zoom, Slack, CRM & cloud storage systems). Candidates should have at least 2/3 years’ experience in a similar role, ideally in the banking/consulting/legal sector.

The ideal candidate will very well be presented, resourceful and discreet. They should be proactive and able to work independently.

Location – Madrid, Almagro

Salary – €21,000 - €24,000 (Dependent on experience) + Discretionary Bonus

Timetable – 09.15 – 19.00h (Monday – Thursday), Friday 09.00 – 15.00h. Flexibility required for events

Contract – Permanent (subject to 3-month trial period)

Incorporation – Either ASAP (with potential holidays in August) or September 2021

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 513

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 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.