Our client, a Family Office is looking for an experienced Secretary to support the President from their Madrid based office (Barrio Salamanca).

Responsibilities (among others) include:

• Complete correspondence management: telephone, email, formal letters, (dictation)
• Complete management of IT: email, devices, computers
• Diary management for individual, including scheduling board level meetings
• Travel Management: flights, visas, personal trips and holidays
• Personal errands: restaurant bookings, managing social engagements for individual and family
• Assisting with reconciliation of credit card statements and assisting with management personal finances
• Ensure the smooth running of both private and personal life

The selected candidate will speak a solid level of English (native Spanish). They will hold a credible degree and must have at previous experience, ideally supporting a HNWI, President or Senior Management. They must be able to manage standard Tech (Mac/PC, Excel, VC Software) with ease, as they will manage all tech for this individual.

The ideal candidate will be proactive, organised and polite. Discretion, tact and resilience are paramount for this position. 

Location – Madrid, Barrio Salamanca

Salary – Dependent on experience

Timetable – Full time (Flexibility required)

Incorporation – ASAP

Contract: Permanent (Subject to trial period)

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 524.

Our client, a CEO and investor in the venture capital space, is currently looking for a driven Executive Assistant to provide 1:1 support.

 Responsibilities (among others) will include:

• Calendar management: oversee smooth running of the corporate and personal diary, anticipate schedule conflicts and prioritise with CEO’s business interests in mind 
• Manage point to point travel logistics and meeting set up across different locations & geographies
• Act as gatekeeper to CEO and key point of contact for investors and employees, building relationships
• Manage any necessary travel (mainly national) and accompany CEO when required (bi-weekly)
• Manage inbox and correspondence on behalf of CEO
• Project management: manage projects simultaneously, oversee timelines and follow up to ensure timely completion
• Prepare documentation/materials/briefs/presentation slides and conduct research when required
• Ensure all administrative tasks are seen to: Expenses, reconciliation of credit card statements and filing
• Ad hoc private/personal tasks when required: organise personal travel, personal errands
• Potential ad hoc assistance to co-investors
• The responsibilities will likely be split between 70% Corporate and 30% private/personal tasks

Candidates must have a bilingual level of English/Spanish and hold a relevant University degree. They will ideally have supported a C-Level individual or have worked in a fast growth environment (start-up/VC).  A solid grasp of standard Tech and applications (Office, GSuite, Zoom, Slack, CRM software etc.) is required.

The ideal candidate will be proactive and excited to take on a challenge. It’s essential that they are resourceful, are able to come up with alternative solutions and can switch gears at a moment’s notice.

Location – Madrid, Castellana Salary – Dependent on Experience + Bonus

Timetable – Full time Flexibility required (flexibility for national travel required) Incorporation – Autumn 2021

Contract: Permanent (subject to trial period)

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 521.

Our client, a British Private Equity firm, operating in three continents is currently looking for a Bilingual HR Operations Assistant to support the international recruiting team with global hires. This role will be conducted from the Madrid office.

Responsibilities include, but are not exclusive to the following:

• Actively supporting the recruitment team based across various countries with their global recruitment efforts (these include both hires for the PE firm itself and hires for C-Suite in portfolio companies)
• Working with the recruiting and marketing team, creating bespoke job descriptions for each role as they arise (for both in house and could extend to Portfolio hires)
• Responsible for drafting all offer letters and sending out to candidates across global locations
• Working with hiring managers in relevant worldwide locations to facilitate onboarding for new hires, overseeing logistics for new hires
• Working closely with outsourced service providers to support visas and mobility for new hires
• Process management: Maintain recruitment tracker and ensure all updates are registered in a timely manager. Set up of trackers and provide status update reports to present to broader management team
• Invoicing and Payments: Ensuring invoices are processed correctly and ensuring that it all payments are correctly recorded (so that the recruiting budget is up to date and can be presented to senior management)
• Recruiting data requests: managing relevant recruiting data and maintain a system with relevant information that can be extracted quickly to create relevant recruiting reports (e.g. quarterly recruitment reports)
• Assisting HR Business Partner and recruiting team with implementation and roll out of HRIS system
• Assisting with ensuring recruitment is GDPR compliant and working with global assistants to share best practices
• Ad hoc administrative support as required for HR and Recruiting team

It is essential that the chosen candidate is a native English speaker or fully bilingual in English (this is a global role, conducted entirely in English). Whilst bilingual Spanish is a plus for enhanced integration within the Spanish team, it is not absolutely essential. A credible University Degree, two years’ HR/recruiting experience in a relevant sector (financial/professional services) and a solid grasp of standard Tech: Office, GSuite, Zoom, Slack, as well as exposure to HRIS/CRM system etc. is required.

The ideal candidate will be meticulously organised and able deal with multiple workstreams at once. They will be comfortable with people data, presentations and spreadsheets. They will be proactive and able to deliver accurate work within tight deadlines (particularly at offer stage) This is an ideal role for an individual with experience and interest in talent management/HR who wishes to gain experience and grow in an international firm.   

Location: Madrid, Barrio Salamanca Salary: Between €25,000 - €30,000 (dependent upon experience) + Benefits Timetable: Full time Incorporation: Autumn 2021 Contract: FTC, Temp to Perm (6 months + Incorporation)

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 523.

Our client, a British Private Equity firm, operating in three continents is currently looking for a Bilingual Junior HR Assistant to support the international recruiting team with global hires. This role will be conducted from the Madrid office.

Responsibilities include, but are not exclusive to the following:

• Actively supporting the recruitment team based across various countries with their global recruitment efforts (these include both hires for the PE firm itself and hires for C-Suite in portfolio companies)
• Actively supporting all stages of each search, predominately working at the front end, scheduling interviews, meetings and feedback calls
• Front end scheduling support: Scheduling interviews across multiple time zones and geographies, scheduling any relevant in-house testing
• Acting as key point of contact, maintaining constant communication with relevant external recruiters (can include multiple firms for one search)
• Providing constant follow up to ensure searches are on track, coordinating with all relevant parties involved (international recruiting team, relevant deal teams/international offices and external recruiters)
• Process management: Maintain global recruitment tracker and ensure all updates are registered in a timely manager. Set up of trackers and provide status update reports to present to broader management team
• Assisting HR Business Partner with implementation and roll out of new HRIS system
• Preparing and generating relevant documentation (employment contracts, offer letters)
• Responsible for managing incoming CVs, collecting, organising and distributing CVs in line with GDPR
• Managing global Human Resources inbox and communications
• Ad hoc administrative support as required for HR and Recruiting team

It is essential that the chosen candidate is a native English speaker or fully bilingual in English (this is a global role, conducted entirely in English). Whilst bilingual Spanish is a plus for enhanced integration within the Spanish team, it is not absolutely essential. A credible University Degree, two years’ experience in a relevant sector and a solid grasp of standard Tech Office, GSuite, Zoom, Slack, CRM software etc. is required.

The ideal candidate will be confident, intuitive, highly organised and always willing to go to the extra mile. Outstanding relationship management skills and the ability to develop rapport is a must for this role. This is an ideal role for an ambitious junior who wishes to grow in HR/Recruitment and presents both high energy and precision.

Location: Madrid, Barrio Salamanca

Salary: Between €25,000 - €30,000 (dependent upon experience) + Benefits

Timetable: Full time

Incorporation: Autumn 2021

Contract: Temp to Perm (6 months + Incorporation)

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 522.

Our client, a boutique Private Equity firm which operates across South Europe and with teams based in Madrid and Milan is looking for an enthusiastic, Bilingual Executive Assistant/Office Manager to provide support in their Madrid office and from time to time also to their Italian Partner.

Responsibilities (among others) will fall across three main areas:

Office Management:

• Manage smooth running of the office: management and negotiation with suppliers (insurance, building & facilities, catering, office supplies, IT, etc.)
• Act as link between external accountants and “go to” person for administrative needs. Sending through all necessary documentation
• Managing payments to suppliers
• Jointly with the MD, design and execute a communication policy aiming at positioning the firm vis-à-vis investors as well as target contacts within the business community (entrepreneurs, banks, advisers, lawyers, competitors, etc.):

­   - Managing company LinkedIn and Media presence

­  -  Managing website and ensuring content is up to date

­   - Create periodic newsletter / vido feds

­   - Merchandising etc.

Investor Relations:

• Build, maintain and develop relationships with current investors and potential future investors: (Family offices, sports personalities, private and institutional investors)
• Create a comprehensive digital database with all information regarding active and potential investors (KYC-AML (anti money laundering documentation), personal details, business interests, etc.)
• Act as key contact, managing and distributing necessary investor information: portfolio updates, quarterly financial updates etc.
• Assisting with roadshow logistics and preparation
• Overseeing any events, planning from start to finish and hosting the event
• Receiving investors in person in the office

Executive Assistant to MD and Team:

• Provide support to Managing Partner, Partners and team with agenda, international trips, meeting set up and rescheduling calls
• Liaising with both buy and sell side counterparties, scheduling and providing support throughout transactions
• Assisting team with PowerPoint presentations and Excel reports
• Assisting team with translations (Spanish to English and vice versa –Italian is a plus)
• Expenses and credit reconciliation
• Ad hoc administrative tasks as and when required

It is essential that chosen candidate is completely bilingual in English and Spanish as the team is based in Madrid and Milan. Italian is a plus. Candidates will ideally have previous experience in a similar role, ideally in the buy side/Private Equity Sector however an individual who has worked in a start-up or has an entrepreneurial background will also be viewed favourably. A solid grasp of standard Tech and applications (Office, GSuite, Zoom, Slack, CRM software etc.) is required.

The ideal candidate will be curious, enthusiastic and have an entrepreneurial approach to problem solving. They should have a desire to learn the business, be able to propose ideas, work independently, have the ability to successfully liaise with many different personalities / profiles (investors, senior managers, lawyers, accountants, IT, suppliers,

banks, etc) bring something to the table and take ownership. They will be robust, sociable and flexible (occasional travel and out of hours for events will be required). Most importantly, their values will be in line of that of this hard-working team.

This role will be undertaken primarily in the Madrid office (Barrio Salamanca).

Location – Madrid, Serrano Salary – Circa €30,000 + Bonus

Timetable – Full time. Flexibility required Incorporation –October/December 2021 Contract: Permanent (subject to trial period)

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 520.

Our client, an esteemed global Private Equity firm, is currently looking for a responsible, Bilingual Executive Assistant to support various Associates across two business lines (Private Equity and Infrastructure).

Responsibilities (among others) will include:

• Agenda management and calendar support for the investment individuals anticipating schedule conflicts and prioritising key objectives
• VC and call set up with various participants across time zones
• Booking Flights, hotels etc. for partners and investment team
• Liaising with clients and developing relationships with client EAs to facilitate smooth organisation 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
• 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 at least 3/4 years’ experience working as an EA, ideally in the buy side/Private Equity Sector (finance and consulting also viewed favourably). They must hold a strong University Degree and business acumen. A solid grasp of standard Tech and applications (Office, Mac, GSuite, Zoom, Slack, CRM software etc.) is required.

It is essential that chosen candidate is completely bilingual in English and Spanish as the team is based across various cities. Candidates must be responsible, assertive and able to deliver. This is an ideal role for an Executive Assistant with a robust profile who is genuinely interested in progressing their career in the Private Equity industry.

Location – Madrid

Salary – Competitive + Discretionary Bonus + Exceptional benefit package

Timetable – Full time 09.00 – 18.00h. Flexibility required due to the nature of the industry

Incorporation – Autumn 2021

Contract: Permanent, subject to trial period

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 519.

Our client, a prominent British Law firm is looking for an articulate bilingual personal executive to assist two senior partners and teams (parental leave).

Responsibilities (including, not limited to) will include: 

• Agenda management for partners and team
• Scheduling and set up of videoconferences & in person meetings 
• Opening matters on the system, manage client contacts and ensure all information up to date 
• Amending legal documentation (track changes)
• Proofreading and correcting formal documentation
• Preparing PowerPoint presentations (following company branding), pitches and reports 
• Billing, follow up, expense reports and timesheets
• Archiving legal documentation (electronic & physical) printing & binding 
• Organising materials for meetings (videoconference, data rooms, presentations)
• Acting as the “go to person” for ad hoc administrative requirements 

Candidates must have a bilingual level of English/Spanish in order to converse with the London office and hold a relevant University degree or have completed secretarial studies. A solid grasp of relevant tech (Microsoft Office Zoom, Slack and VC software etc.) and previous experience in a similar sector (legal/consulting) is required.

Candidates must be meticulous and pay exceptional attention to detail. This is a deadline driven environment where it’s essential that projects are turned around quickly. 

Location – Madrid

Salary – €28,000 - €30,000

Timetable – 09.00h – 17.00h

Contract – 6 months (parental leave)

Incorporation – October 2021

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 518.

Our client, a pan-European Venture Capital firm is looking for a Bilingual Finance & Administration Manager to oversee the accounting, tax and administrative matters for the group. This position will be based in Barcelona.  

Responsibilities (not limited to) include:

Finance

-       Oversee financial processes of the group (with entities in Spain, UK and Germany)

-       Monitor and control accounting for the group, acting as the main point of contact between the group and outsourced accounting firms

-       Management of local bank accounts, responsible for invoice payments to service providers

-       Ensuring that tax obligations for the group are met (VAT, CIT, employment related taxes), liaising with outsourced firms when necessary

-       Monitoring cash management for the group

-       Supporting CFO with preparation and follow up of annual budget

-       Monitoring monthly expenditure and deviation from operating budget

-       Overseeing financial audits, preparing and presenting necessary documentation

-       Managing all invoicing, confirming receipt and following up to ensure prompt payment

-       Identifying and implementing processes to improve efficiency and accuracy of financial monitoring and reporting

Compliance

-       Responsible for reporting to regulatory entities in various countries (CNMV, FCA)

-       Compiling reports and sending through necessary documentation

-       Ensuring all tax and regulatory requirements are met

Administration, Payroll & HR

-       Liaising with external firm (outsourced) to manage and execute monthly payroll

-       Management and negotiation of insurance agreements for the group (D&O, cybersecurity, health, etc.)

-       Monitoring local administration: employment contracts, benefits (restaurant tickets, health insurance policies) all in line with company protocol and policy

Candidates must have a bilingual level of English/Spanish. They must also hold a credible University degree and have at least 2-3 years’ previous experience in finance, audit or accounting. They must be able to manage standard Tech (Excel, VC Software, Slack) with ease. They must display a genuine interest in the technology and investment sector and be at ease working with entities based in various European cities (where accounting methods vary). 

The selected candidate will be responsible, rigorous and have a structured mindset. They will be an effective communicator and able to switch gears quickly.

Location – Barcelona, Diagonal

Salary – Competitive + Benefits

Timetable – Full Time

Incorporation – Mid September - October 2021

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 517.