Our client, a top tier European Private Equity investment manager is currently looking for an Office Manager/Team Assistant to support their well-established Iberian team, based in Madrid.

Responsibilities (not limited to) include:

Office/ Facilities and Travel Management

• Complete ownership of the workplace management and administration of the Madrid office. Ensuring the smooth running of the office, acting as the key point of contact between Madrid and global headquarters
• Act as the “go to” person for administrative needs in the Madrid office
• Liaise with providers/suppliers, renegotiate agreements, establish relationships and follow up (landlord, security, health and safety, catering, insurance, stationary, cleaning, building maintenance)
• Establish local policy & procedure according to global guidelines, ensuring all objectives are actioned in accordance with local compliance (health & safety, risk assessments)
• Liaise with global IT department to ensure all local IT needs are met (equipment, software implementation, repair)
• Sustainability champion- Gather and provide all the required information for the annual sustainability report, roll out sustainability initiatives

 Travel Management:

• Manage the FCM relationship as local travel manager
• Negotiate preferred rates with hotels and taxi firms
• Manage the Amex account

 Finance (local operating budget)

• Management of local bank accounts and supporting finance and payroll with their ad hoc enquiries
• Manage the office budget, monitor spend and prepare annual forecast budget
• Review and control of all the invoices for the Madrid office, assign the projects in flow and first instance for sign off
• Credit cards: issuing to new users and cancelation of leavers cards
• Collaborate with the local service provider and tax for the annual audit through providing necessary documentation
• Liaise with legal & tax suppliers to ensure tax obligations are met
• Act as point of contact for global finance team and liaise to ensure local needs are met

Compliance, Safety & Security

• Company policy: implementing company policy on a local level as outlined by international headquarters
• Ensure that local office is compliant in data protection law
• Designated person for any emergency situation and local crisis
• Occupational Risk Prevention – responsible for mandatory training programs
• Local Health and Safety officer- responsible for managing workplace risks and subcontractor activities

 Team Assistant to Spanish Office

• Complex agenda management: scheduling and rescheduling meetings, teleconferences and videoconferences across global time zones & geographies (board level communication)
• Organising point-to-point international travel arrangements (flights, car transfers, visas, passports, apartments, hotels)
• Manage execution and filing of NDAs, when required
• Expense reports: check and submission
• Managing partner’s contacts, ensuring information up to date
• Holiday cover for Executive assistants

It is essential that the chosen candidate is completely bilingual in English and Spanish as this role involves constant liaison with international teams based across different geographies (including the chosen candidates’ direct report). Candidates must also have at least 5 years’ experience as an Office Manager, Facilities and/or Executive Assistant, ideally in a top tier Private Equity firm or wider Investment Banking/Financial Services sector. A solid grasp of standard Tech and applications (Office, Mac, Google Workspace, Zoom, Slack, CRM software etc.) is required.

The ideal candidate will be responsible, mature and open minded. They will enjoy being a focal point, bringing people together and taking ownership of the functioning of the Madrid office.

This role is predominately office based.

Location – Madrid, Castellana

Salary – Competitive, depending on experience + Bonus + Exceptional benefits

Timetable – Full time, flexibility required

Incorporation – ASAP

Contract: Permanent, subject to probation period

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 644.

Our client, a prestigious British school is currently looking for a polished bilingual (Native English speaking) School Secretary. The chosen candidate will become a key member of this busy administrative team.

Responsibilities (among others) will include:

• Acting as the “face” of the school and as the first point of contact for parents, students, prospective parents and visitors
• Managing the school attendance registers and updating with absences, late arrivals and appointments
• Overseeing the end of day arrangements for all students up to and inclusive of Year 6
• Managing Extracurricular Activities: Liaising with service providers, student enrolment, maintaining registers and communication of attendees to relevant teachers / coaches
• Liaising with our partnered bus company to register students. Processing updates via the BatOnRoute app
• Acting as the “go to” person for all staff requests
• Booking meeting rooms and event spaces
• Receiving and shipping letters, courier packages and managing deliveries
• Troubleshooting requests via the telephone and by email in both English and Spanish
• Assisting the administrative team (admissions, systems support etc.) with a range of tasks when required
• Representing the school and behaving in line with school ethos and traditional values
• You will be expected to stay late several times a year for Parent's Evenings, Prize Giving, VI Form Leaver's Dinner, etc.

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/client facing role. Previous exposure or experience of the British education system/curriculum is also favourable for this role.

The ideal candidate will be extremely personable and well presented. They will have a polite telephone manner, enjoy working in a client facing capacity 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                         Full Time

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, a reputable international law firm, is looking for a Bilingual Paralegal to join their team in Madrid to work on high-value international cases.    

Responsibilities (not limited to) include:

Case Management

• Responsible for the day-to-day aspects for the case through implementation of procedures
• Organise and maintain large electronic and paper case files
• Maintaining materials/documents received from clients and indexing or organising for upload to database
• Managing correspondence and logging/uploading correctly

Document review:

• Working alongside lawyers to conduct first level reviews prior to second level review by associate team

Filings

• Assisting with the written work of associates during submission phases
• Producing documentation ensuring that house style is applied consistently
•  Cite-checking, proofreading and managing the collection of supporting documentation (including indexing)
• Hearings
• Logistical planning of hearings (negotiating contracts with transcribers, interpreters and hearing venues)
• Working alongside fee earners to produce opening/closing PowerPoint presentations 
• Assist with the preparation of cross-examination bundles

Candidates must have a bilingual level of English/Spanish in order to proofread legal documentation in both. The candidate will have ideally worked as a paralegal or legal assistant (3+ years’ experience) at a leading international dispute resolution practice on high value, complex disputes – commercial litigation, international arbitrations or PIL and have participated in both in-person and virtual hearings. Education to degree level: a law degree or legal studies in some other capacity is a prerequisite for this role. Knowledge of standard Tech (Microsoft365, Adobe Word, Excel, VC Software) is required whilst knowledge of Westlaw, PLC or specific arbitration databases would be helpful. Experience of undertaking research and document production is a must.

The selected candidate will be able to work with minimal supervision and enjoy working with a tight knit Paralegal team based across different geographies and time zones. They will have excellent attention to detail and be able to produce work to the highest standard of accuracy. They will be flexible in terms of hours and travel due to the international focus of this role.

Location – Madrid

Salary – Competitive + Bonus + Benefit package

Timetable – Full time, flexibility required (the selected candidate must be prepared for occasional international travel)

Incorporation – Q3 2023

Contract: Permanent, subject to probation period

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 644.

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 reputable International Law firm, is 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 room upkeep (preparing the meetings, filling with drinks/stationary, ensuring cleanliness, etc.)
• Coordinating meeting room set up with IT team
• Organising courier service, receiving and classifying deliveries
• Booking catering services for any internal meetings or events
• Giving support organising travel and handling documentation
• Supporting wider team of Assistants and Lawyers 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 a prerequisite. Ideally the candidate will have previous experience in a customer service role or have previously worked as a receptionist. 

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, Barrio de Salamanca

Schedule – Part time - (afternoons)

Salary – Dependent on experience

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 643

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

Responsibilities will include (but are not limited to):

 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

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

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 prominent international Law firm is looking for an organised Bilingual Executive Assistant to assist a Partner and team in their Dispute Resolution department.

Responsibilities (including, not limited to) will include:

• Calendar management for partner and team anticipating schedule conflicts
• Organising relevant materials in preparation for meetings (videoconference, data rooms, presentations)
• Open matters on the system, manage client contacts and logging necessary information, ensuring ongoing projects are kept up to date
• Providing follow up for ongoing projects
• Preparing and amending legal documentation (track changes)
• Preparing documentation such as presentation and pitches (following company branding)
• Booking travel, accommodation and transfers
• Knowledge management: digital and physical archiving
• Timesheets, supporting with billing and logging expenses
• Printing & binding legal documentation
• Acting as the “go to person” for ad hoc administrative requirements

Candidates must have a bilingual level of English/Spanish, a proficient level of standard Tech (Microsoft Office package, Video Conference software etc) and hold at least 3 years’ experience as an Executive Assistant, ideally (but not limited to) the legal sector. Candidates applying will ideally hold a relevant qualification in Secretarial studies.

The ideal candidate will be enthusiastic/keen and understand the need to be flexible due to variation in workload. They will be optimistic and a team player.

Location – Madrid, Barrio Salamanca

Salary – Between €28,000 - €30,000 + Attractive benefit package

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 640.