Our client, a prestigious multidisciplinary Law firm are looking for a polished bilingual Front Office Assistant who can provide front office support on a part-time basis during the afternoons.

Working alongside a team of Assistants, responsibilities (among others) include: 

• Acting as the face of the firm
• Management of incoming calls and other communications 
• Managing travel bookings: flights, hotel and travel bookings for lawyers, according to company protocol
• Organising meeting rooms, receiving visitors and ensuring they are well looked after
• Supervision of office maintenance for common areas, ensuring office facilities always pristine and acting as the go to person for administrative needs
• Physical and electronic archiving
• Coordinate office catering
• Acting as the “go to person” for administrative requirements
• Videoconference set up with various participants 
• Liaising with providers to ensure smooth running of the office
• Ordering and managing office and kitchen supplies (stationary, etc.) 

Candidates must be comfortable working in English and Spanish and ideally have previous experience in a front of house or administrative role (legal sector viewed favourably). A solid grasp of standard Tech and applications (Office, Mac, GSuite, Zoom, Slack, CRM software, etc.) is required.

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 legal firm.

This role will be undertaken from the office.

Location:  Madrid, Castellana

Timetable: 15.00 – 20.00h Part time, afternoons (25hr contract)

Salary:  €17,000 

Contract: Temporary (6 month). Contract with Law firm directly

Incorporation:  Q1 2023

If you are interested in this role, please send a copy of your English CV to info@victoriaselection.es quoting Reference 639

Our client, a prestigious British school is currently looking for a polished bilingual (Native English speaking) Assistant to join their team and support their tremendously busy Headmaster and coordinate school Admissions.

Duties are wide reaching and include (however are not limited to):

Personal Assistant Duties:

• Managing the Headmaster’s busy diary (including school and personal appointments)
• Acting as a key contact/ambassador for the school and point of reference for parents, prospective parents, administrative and teaching staff
• Coordinating with the bursar for accounting/financial needs
• Filing expenses
• Coordinating with all departments on behalf of the Headmaster through slack channels
• Organisation of school events (open mornings, individual family visits, school tours etc.)
• Providing ad hoc supported as required for the Headmaster

Admissions Coordinator:

• Processing and managing admissions
• Managing all necessary documentation concerning admissions and ensuring that all is duly complete (school prospectus, enrolment forms, admissions tests)
• Providing follow up on status of admissions for prospective parents
• Coordinating school visits, greeting and guiding prospective parents around the school
• Tracking and maintaining a database showing stages of the admissions process
• Coordinating with school bursar for payments such as enrolment, registration fees, bus charges and lunches

Candidates must be a native English speaker or entirely bilingual (this requirement is non-negotiable). They will hold a strong University degree and manage standard Tech applications with ease (Mac, Numbers, Pages, Slack and Zoom). Other desirable but not essential criteria include previous work experience in a school office/admissions department. Previous exposure or experience of the British education system/curriculum is favourable for this role.

The ideal candidate will be extremely organised, personable and responsible. They will enjoy working with children and in a busy school environment. Impeccable discretion and judgment when presented with sensitive information is paramount for this role.

Location                                    Madrid, La Moraleja

Salary                                          Dependent upon experience + Benefits (extended holiday periods)

Timetable                                  08.00 – 17.00h

Contract                                    Temporary, June 2023 - May 2024

Incorporation                          June 2023

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 637.

Our client, an international Tech firm operating across 11 countries and covering an extensive portfolio digital brands are currently looking for a switched on Bilingual Executive Assistant to provide support to various C-Level Directors based across Europe.

Duties will include but are not limited to:

Calendar / Agenda management

• Managing complex scheduling for various C-level Executives
• Providing a "gatekeeper" role, creating win-win situations for direct access to the Executives’ time

Meeting support

• Assisting with meetings and internal agenda for the year ahead, liaising with members of the board, senior partners, non-executive directors and departmental managers
• Preparing minutes and assisting with the follow up actions from meeting outcomes
• Helping the team make consistent decisions by advising them of historical precedent

Communication

• Email management on behalf of the Executives
• Managing confidential information, composing and preparing confidential correspondence
• Communicating directly, and on behalf of the Executive team
• Expense reports and credit card reconciliation
• Providing a bridge and maintaining a strong working relationship with other departments, verticals and assistants

Issue identification and prioritisation:

• Researching, prioritising, and following up on incoming issues and concerns, including those of a sensitive or confidential nature; determining appropriate course of action, referral, or response
• Prioritising conflicting needs; handling matters proactively, and following-through on projects to successful completion, often with deadline pressures

Travel and event management

• Coordinating and managing travel. Developing detailed and organised travel itineraries and agendas as well as compiling documents for travel-related meetings
• Accompanying or assisting with travel when required
• Organising events such as off-sites, including managing budgets and deadlines

Administrative optimisation

• Taking responsibility for the coordination of the team’s administration
• Developing administration procedures to respond to the operating style of the Managers
• Contributing to team development, effectiveness and success by sharing knowledge and good practice, working collaboratively with others to create a productive, diverse and supportive working environment

Candidates must have a bilingual level of English and Spanish (this role will be carried out in both), hold a relevant University degree and have at least 5 years EA experience in a fast growth firm (technology and consulting backgrounds viewed favourably). They must be Tech savvy and able to use standard tools with ease (Google Suite, VC Software). Previous experience with Executives of differing nationalities and across differing geographies a plus.

The ideal candidate will be perceptive, resourceful and be able to anticipate problems before they arrive. They will be responsible, able to work flexibly with occasional anti-social hours due to team time-zones when traveling and organised.

Location – Hybrid/Remote, Barcelona. Occasional potential European travel required

Salary – Competitive + Bonus + Benefits

Timetable – Full time, 40 hours per week

Incorporation: Q2 2023

Contract: Permanent (subject to trial period)

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 638.

Our client, a Madrid based Family Office is looking for a Bilingual Personal Assistant, to support family members across various business and personal activities.

Responsibilities will include (but are not limited to):

1. Business support:

• Monitor (together with the accounting team) the financial situation of companies, including forecasting and anticipating key payments to be made
• Coordinate specific payments of some companies, getting the approval, and liaise with the financial team to proceed with payments

1. Personal assistant support:

• Ensuring smooth running of households (liaising with domestic staff, managing utilities contracts, ensuring bills are paid, following up with local professionals, maintenance, repairs, security, insurance and vehicles, sourcing items for property, monitoring household upgrades, generating monthly household analysis)
• Liaising with the insurance companies, keeping all records and contracts updated
• Negotiating other key contracts (e.g. private jets, maintenance)
• Ad hoc personal tasks as needed by the family

1. Coordination with corporate Executive Assistant:

• Work in collaboration with corporate Executive Assistant across areas which require coordination
• Coordinate vacation period with the corporate Executive Assistant to ensure the family is consistently provided with Office and Executive support

Candidates must be fluent in English, Spanish (Additional languages such as Portuguese will be viewed favourably too). A relevant University degree will be valued and previous experience as a PA/EA will be required. Ability to manage standard Tech applications is also required (Mac/Windows, Office and Google packages). The chosen candidate should also have experience in simple financial controlling of companies (e.g. monitoring and anticipating key payments).  

The ideal candidate will be a resourceful, flexible and bright. They will enjoy the diversity of the role and should bring a no task to small/large attitude to the role. Discretion is paramount for this position as the selected candidate will be privy to sensitive information.

Location – Madrid, Almagro

Salary –Dependent on experience

Timetable – 9.00h – 18.00h

Contract – Permanent

Office based

Incorporation – Q2 2023

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 636.

Our client, a reputable British Law firm are looking for a responsible and polished bilingual Front Office Assistant who can provide front office support to the Spanish office.
Responsibilities (among others) include:

• Acting as the first point of contact for the firm
• Managing international call filtering, switchboard and call transfers (English & Spanish)
• Greeting visitors and ensuring they are looked after whilst at the office (English & Spanish)
• Booking & organising meeting rooms for internal and external meetings, setting up videoconferences
• Responsible for meeting upkeep (preparing the meetings, filling with drinks/stationary, ensuring cleanliness, etc.)
• Organising courier service, receiving and classifying deliveries
• Booking catering services for any internal meetings or events
• Elements of credit control, uploading and chasing invoice and providing support to accounting department 
• Giving support organising travel and handling documentation
• Supporting team of Assistants with ad-hoc administrative tasks

Candidates should be bilingual in English/Spanish (additional languages also favourable). Relevant studies as well as a professional level of Microsoft Office/standard Tech is also required. Ideally the candidate will have previous experience in a customer service or front office role. 

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

Location - Madrid, Castellana
Schedule – (Part time) 15.00h – 20.00h
Salary – Dependant on experience
Contract - Permanent
Incorporation - Immediate

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 635.

Our client, a boutique Legal firm are looking for a polite and personable bilingual Team Assistant to support their Madrid office.  

Responsibilities (among others) include:

• Day-to-day management and administration of the office
• PA duties for various partners (travel, accommodation, light calendar management)
• Formatting & amending legal documentation (track changes)
• Managing the office switchboard (telephone reception)
• Front of house duties (greeting clients) and acting as key point of contact
• Ordering office materials and speaking to suppliers (kitchen supplies, stationary)
• Preparing and sending invoices
• Managing expenses and petty cash
• Organising any company event (Christmas lunch, etc.)
• Electronic and physical archiving of legal documents
• General office support and ad hoc secretarial tasks 

Candidates must be bilingual in English/Spanish and must be comfortable with standard Tech and the Microsoft office package. Previous experience in a legal environment is a plus. Candidates should have completed secretarial studies and 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 act as the first point of contact for the firm.

This position is 100% office based.

Location – Madrid, Castellana

Salary – Between €22,000 - €28,000 (Dependent on experience)

Timetable – Monday – Thursday 09.00 – 19.30h, Friday 09.00 – 15.00h

Contract – Permanent (subject to probation period)

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 633.

Our client, a renowned British Law firm are looking for a proactive bilingual Team
Assistant to assist two Executive Assistants and their respective legal teams.

Among others, duties will include:
• Agenda management support, travel logistics & scheduling meetings
• Covering Executive Assistance duties across both departments when required
• Open matters on the system, manage client contacts and ensure all information
up to date
• Translations, formatting and amending legal documentation (track changes)
• Expense reports
• Printing, scanning and binding documents
• Electronic and physical archiving
• Support in monthly billing
• Providing general administrative support for both busy teams

Candidates must be bilingual in English/Spanish, hold a credible University degree or
have completed secretarial studies. Candidates must be confident with the Microsoft
Office package and enjoy working in a deadline driven environment. At least two years’
previous experience as an Assistant or support role is a prerequisite for this position.

The ideal candidate must be energetic, able to work under pressure and be a fast
learner. This role is ideal for an ambitious junior candidate looking for a busy role with
international exposure.

Location – Almagro, Madrid (Potential option for ½ days a week WFH, once
adjustment period is complete)
Salary – €22,000 – €25,000 (Dependent on experience) +Benefits
Timetable – 10.30h – 19.00h
Contract – Permanent
Incorporation – Q2 2023

If you are interested in this role, send a copy of your English CV to
info@victoriaselection.es quoting Reference 631.

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.