Our client, a leading investment firm is currently looking for a motivated, Bilingual Executive Assistant to support their team of Partners and Associates within their Investment Banking Division.

 Responsibilities (including, not limited to,) will include:

- Agenda management for team, anticipating schedule conflicts and prioritising key objectives

- Flights, accommodation, transfers, visas and hotel bookings

- Teleconference dial in and VC set up with various participants and occasionally across time zones

- Fully understand the Partners’ business objectives in order to facilitate business development and follow up on action items

- Build rapport with client EAs to facilitate meeting scheduling

- Assist with reports, proposals, data rooms, NDAs and pitches as well as supplementary materials to support meetings/conference calls

- Expense reports, invoicing and credit control (follow up)

- Create presentation decks using PowerPoint

- Organise meeting rooms, IT equipment for VCs and catering services for coffee mornings and visitors

- Act as the “go to person” for ad hoc administrative requirements (Mail outs, Christmas presents, organising coffee mornings etc.)

Candidates must have a bilingual level of English/Spanish, a relevant University degree, a proficient Microsoft Office/Outlook level and hold at least 3-4 years’ experience as an EA in the banking/legal/consulting sectors. 

Candidates must be energetic and on the ball. They must be able to work on multiple projects and priorities simultaneously and show a resilient, “can do” attitude. 

Location – Madrid

Salary – €30,000 + Exceptional benefit package

Timetable – Full time 09.00 – 18.30h (flexibility required)

Incorporation – ASAP

Contract: Permanent

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 461

Our client, a leading multinational Real Estate firm is looking for a proactive,
Bilingual Receptionist Host to work in their Madrid office in Barrio Salamanca.

Responsibilities (among others) include:

• Acting as the first point of contact for the firm
• Managing the switchboard and directing calls appropriately
• Greeting clients and visitors and ensuring they are looked after whilst at the office
• Scheduling meetings and reserving meeting rooms
• Managing office supplies (stationary, copier etc.) and liaising with
  providers
• Receiving and shipping letters and courier packages
• Assisting with back office tasks as required (expense reports, database
  and adding contacts to the database)
• Ad hoc secretarial tasks as and providing support to the team of EAs
• If the candidate has prior experience giving conversational English
  lessons, the role may include teaching hours during a couple of
  afternoons a week

Candidates must have a bilingual level of English, High level of Spanish, a
relevant University degree/Secretarial studies and a professional level of
Microsoft Office. Ideally the candidate will have previous experience in a
customer facing role.

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

Location: Madrid, Barrio Salamanca
Salary: Dependent on experience
Timetable: 09.30 – 14.00h (twice a week from 8.30 – 14.00h)
Contract: Permanent
 
If you are interested in this role, send a copy of your English CV to
info@victoriaselection.es quoting Reference 460.

Our client, an international Executive Search firm is looking to hire an Executive Assistant to provide support to a Senior Partner.

Responsibilities (among others) will include:

• Managing the agenda, meetings and international travel
• 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 4 years’ experience supporting a partner in a consulting/client facing sector.

The ideal candidate will be proactive, a natural networker, used to managing peaks of work and thrive in a deadline-driven environment. They must be a team player,  personable and fully understand the importance of and developing lasting business relationships.

Location: Madrid

Salary: Competitive

Timetable: 09.00 - 18.00h

Incorporation: Feb/March 2020

Contract: Maternity Cover (4-5 months)

If you would like to apply for this role, please send a copy of your English CV to info@victoriaselection.es quoting Reference 459.

Our client, a busy entrepreneur, is currently looking for a trustworthy Executive Assistant who can provide support across various business ventures (on a part time basis).

Responsibilities (among others) will include: assisting the Finance Director of one of the portfolio companies (expense reports, bank reconciliation, invoicing, excel reports), acting as the key contact for portfolio companies, submitting weekly reports, liaising with accounting firm (gestoría) to manage payroll for portfolio firms, ordering bank transfers, documentation and archiving (electronic and physical), organising events (invitations, licenses, follow up, etc.) assisting entrepreneur with travel planning and communicating over time zones whilst overseas (one week per month), monitoring ongoing projects and ensuring that deadlines are met and providing ad hoc support to this entrepreneur and various business ventures.

The ideal candidate will be numerate and a self-starter. They should be able to work independently and be able to take the initiative. It’s important that the individual grasps the various business lines and communicates effectively. Previous experience in a similar, multitasking role is a plus. Bilingual English and Fluent French a plus.

Location – Barrio Salamanca

Salary – €12,500

Timetable – 09.00 – 14.00h (part time)

Contract – Permanent (subject to trial period)

Incorporation – ASAP

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 458.

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.

Our client, a global Real Estate Firm is looking for a switched on, bilingual Administrative to provide support in their esteemed property valuation department.

Acting as an intermediary between the clients and surveying professionals, responsibilities (among others) will include:

• Work on multiple projects and priorities simultaneously & follow through to successful completion, often with deadline pressures of 48 hours
• Project management, track completion of key deliverables and follow-up on outstanding items as needed
• Monitor and record all projects using company specific software
• Analyse data and statistics provided by clients (predominately financial institutions) using Excel
• Assign projects to trusted team of third party surveying professionals and monitor progress according to deadlines
• Provide constant communication to both client and professionals and act as key point of contact
• Manage surveyor visits to properties
• Monitor incidents
• Compile reports & manage documentation
• Ensure completion and delivery of professional work in a timely manner

Candidates should hold 2/3 years’ experience in a position preferably in valuations and hold a Business-related degree. They will be numerate and have an excellent working knowledge of Microsoft Excel (please note this will be tested during interviews). Experience with the program Gestasa (Borsan) a plus.

The ideal candidate will be tremendously organised, sales focused, meticulous with attention to detail and able to work to tight deadlines. Bilingual or high spoken English preferable (the company being an American firm).  

Location: Madrid, Castellana

Salary: Dependent on experience

Timetable: Full time

Contract: Permanent

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 448

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.