Our client, a British Private Equity firm, operating in three continents is currently looking for a Bilingual Talent Coordinator & Assistant to support the Talent Development team to help drive the agenda globally. This role will be conducted from the Madrid office however will involve working with the wider HR team based across various countries.

Responsibilities include, but are not exclusive to the following:

• Actively supporting the Talent Development team with their global efforts (these include both for the PE firm itself and for portfolio companies where the PE is the majority shareholder)
• Actively managing all scheduling for the Talent Development team including but not limited to:  training, annual review, headcount requests etc. This can involve scheduling across multiple time zones and geographies and with individuals of varying seniority
• Acting as first point of contact for the Talent Development team
• Monitoring progress of ongoing projects and producing status reports on areas including: promotions, reviews, learning, development and staffing
• Providing constant follow up to ensure implementation projects are on track: e.g. rollout of initiatives concerning culture & diversity
• Preparing and generating relevant documentation and reports to deliver to wider HR team & CHRO  
• Ad hoc administrative support as required for Talent Development 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 integration within the Spanish team, it is not absolutely essential. A credible University Degree and 3 years previous experience in a global business with geographically diverse stakeholders preferred. A solid grasp of standard Tech Office, GSuite, Zoom, Slack, CRM software etc.) is required.

The ideal candidate will be enthusiastic, assertive able to deliver to deadlines. They will be incredibly organised and able to communicate articulately with individuals from various cultures and backgrounds. This is an ideal role for an individual with a genuine interest in Talent Development and Private Equity. Previous experience in this sphere in others as well as Executive Assistance with exposure to Talent & HR will be viewed favourably.

Location: Madrid, Barrio Salamanca

Salary: Dependent on experience + Benefits

Timetable: Full time

Incorporation: Q1 2022

Contract: Permanent

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 551.

Our client, a global market leader in the Real Estate sector looking for an exceptional Bilingual Executive Assistant to assist the Executive Managing Director based in Barcelona.

Responsibilities (among others) will include:

• Flawless management of professional and personal agenda (80% of workload)
• Anticipating and managing schedule conflicts, rescheduling calendar according to business priorities
• Project management: manage multiple projects simultaneously and provide constant follow-up
• Gatekeeping and international call filtering, organising events, taking minutes (board level)
• Welcoming & receiving visitors for high profile meetings
• Expense reports & credit card reconciliation
• Preparing reports, letters, presentations and speeches
• Taking care of relationships and acting as key point of contact for
• organisations the individual collaborates with outside of the firm
• Developing working relationships with clients and staff to facilitate
• scheduling
• Managing information of a highly sensitive nature
• Ad hoc tasks of a personal nature

Candidates must speak a native level of English as well as bilingual Spanish (Catalan a plus). They should hold a relevant University degree whilst a solid grasp of Tech is required (Office, Google Workspace, Zoom, Slack, CRM software etc.). It is essential that candidates hold a minimum of 4 experience supporting Director level.

The ideal candidate will be exceptionally organised and able to work in a rigorous environment. They will be innovative, grasp concepts with ease and execute projects quickly. They will be extremely discreet and able to deal with strategic information in a responsible manner.

Location – Barcelona, Diagonal

Salary – Competitive + Bonus

Timetable – Full time (flexibility is essential) Contract – Permanent (subject to trial period) Incorporation – Q1 2022

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 550.

Our client, an esteemed Private Equity firm is looking for a bright and proactive Bilingual Executive Assistant to help manage their Barcelona Office.

Our client, an esteemed Private Equity firm is looking for a bright and proactive Bilingual Team Assistant to help support their Barcelona investment team.

Responsibilities (among others) include:

• Day to day administration of the office, acting as key point of contact and face of the firm
• Scheduling meetings, organising meeting rooms, greeting/accompanying visitors and ensuring that clients are well looked after whilst in the office
• Suppliers: support Office Manager with orders and relationships with necessary service providers for Office. Responsible for all hospitality (stationary, catering, kitchen supplies, etc.)
• Supervision of office maintenance for common areas, ensuring office facilities always clean and tidy
• Managing deliveries and couriers
• Agenda management support for investment team, anticipating schedule conflicts and prioritising key objectives
• Videoconference set up with various participants
• Management of travel bookings for investment team (flights, hotels, etc.)
• Managing catering requests
• Assisting with back office tasks as required (expense reports, database and adding contacts to the database)
• Ad hoc support tasks as and when required by Office Manager and team

Candidates must have an entirely bilingual level of English/Spanish and ideally Catalan. A relevant University degree/Secretarial studies and solid grasp of standard Tech (Office, Slack, Zoom software) is required. It is essential that candidates hold a minimum of 2/3 years’ experience in a similar role in a deadline driven industry. Candidates from the same sector will be viewed favourably.

The ideal candidate will be proactive, well presented and comfortable dealing with high end clients. They should be able to work independently, be resilient and able to switch gears at a moment’s notice.

Location – Barcelona

Salary – Dependent on Experience + Discretionary bonus

Timetable – Full time

Contract – Permanent (subject to trial period)

Incorporation – February 2022

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 548.

Our client, an international UHNWI based mainly between Monaco, Spain & Switzerland, is looking for a polite, well-mannered and experienced trilingual Private Personal Assistant (PA) to assist them personally as well as with their households.

Our client, a multinational market leader with operations across 60 countries, is looking for an Executive Assistant to support the CEO of their Spanish operation (Country Manager)

Responsibilities (among others): 

• Organisation of professional agenda (often subject to last minute changes) for CEO
• Act as second pair of eyes and ears for CEO
• Act as a key point of contact between executives, employees, customers and other external partners
• Manage the flow of information in a timely and correct manner (reporting, communication, key KPIs)
• Prepare weekly, monthly or quarterly reports
• Format information for internal and external communication: memos, emails, presentations and reports
• Schedule meetings, teleconferences and videoconferences across time zones & geographies
• Project management: manage multiple projects simultaneously and follow up, monitor and coordinate action plans and projects
• Organising domestic and international travel arrangements (flights, transfers, visas, passports) 
• Take minutes for meetings and distribute accordingly
• Expense reports, reconciliation of credit card statements
• Ad hoc administrative tasks for the CEO

Candidates must be bilingual in English and Spanish and ideally French. They will have supported a CEO previously and must have at least 2 years previous project management experience (this pre-requisite is non-negotiable). They must hold a University Degree or have completed secretarial studies. A solid grasp of standard Tech and applications (Office) is required.

The ideal candidate will be meticulously organised and be comfortable managing various projects and workflows. They will manage confidential information with utmost discretion.

Location – Madrid, Alcobendas

Salary – Between €40,000 - €50,000 + Bonus + Benefits (Company vehicle)

Timetable – Full Time

Incorporation – ASAP

Contract: Permanent, subject to trial period

This position will be a mix of office and remote based work.

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 544.

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

Responsibilities (not limited to) include:

Office & Facilities Management (50%)

• Complete management and administration of the workplace, 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)

Finance (local operating budget)

• Management of local bank accounts, responsible for invoice payments to service providers and monthly salaries
• 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 and cancelation
• 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
• Gather and provide all the required information for the annual sustainability report
• Act as point of contact for global finance team and liaise to ensure local needs 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

Executive Assistant (50%) to Head of 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

It is essential that chosen candidate is completely bilingual in English and Spanish as this role involves constant liaison with international headquarters. Candidates must also have at least 5 years’ experience working as an Office Manager, ideally in a top tier Private Equity or Investment Banking firm. 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, independent and assertive. They will be able to manage various responsibilities simultaneously and know how to prioritise accordingly.

This role is predominately office based.

Location – Madrid, Castellana Salary – Between €40,000 - €50,000 (dependent on experience of candidate) + Bonus + Exceptional benefit package Timetable – Full time, flexibility required Incorporation – January/February 2022 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 540.

Our client, an International Architectural Firm is looking for a proactive, Bilingual (Native English speaking) Front Office Assistant to assist their Madrid office in Barrio Salamanca.

Responsibilities (among others) include:

• Providing general administrative support to the team, writing and sending emails on their behalf, telephone calls, etc.
• Giving support organising travel and handling documentation
• 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
• Ad hoc secretarial tasks, proofreading, translating and reviewing documentation

Candidates must speak a Native level of English and a High level of Spanish. A relevant University degree/Secretarial studies and a professional level of Microsoft Office/standard Tech are also required. Ideally the candidate will have previous experience in a customer facing role or secretarial support 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, Barrio Salamanca Salary: Between €25,000 – €28,0000 - Dependent on experience Timetable: 09.00h – 19.00h (Fridays 09.30h – 16.00h)

Contract: Temp to Perm (Temporary for first year, to then become permanent)

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 545.

Our client, an international specialist consultancy firm is looking for a switched on Bilingual (Native English speaking) Administration Coordinator to support the wider team through the digitalisation process.

Responsibilities, among others will include: 

• Manage incoming emails from main inbox
• Manage and maintain admin tasks up to date in Zoho Projects
• Add and manage client contacts
• Add client accounts and invoicing details to Zoho
• File NDAs and contracts on Zoho
• Add expenses to be recharged to clients on Zoho
• Invoicing
• Complete vendor forms to set P&T up as a supplier
• Manage accounting and invoicing inbox
• Communicate with customers in relation to invoices
• Follow-up with clients ref. overdue invoices
• Admin support to Online Academy – replying to customer emails, processing invoices etc. keeping contacts & CRM up to date
• Liaise with accountant (send sales information, invoicing queries, etc.)
• Checks and controls (e.g. credit cards, register of hours, supplier invoices)
• Draft workflows and contribute to digitalising training programmes

• Suggest & implement new initiatives to support the development of the role as required 
• Flexibility & cover as required 
• Undertake other duties within the scope of an admin role 

The selected candidate will be a Native English Speaker with a solid level of Spanish to communicate with local service providers. They will hold a credible degree, have at least 2 years’ experience in a similar role and will be have a solid grasp of standard Tech, both Mac, PC and Microsoft Office and CRM or project management software.  Previous experience with project management will be prioritised for this role.

The ideal candidate will be methodical, precise and comfortable managing workflows. They will have excellent written and verbal communication skills (in English) and respect for confidentiality.

This position is office based.

Location – Barcelona (Sant Cugat)

Salary – Dependent on experience + benefits (upon completion of trial period)

Timetable – 08.30 – 17.30h

Contract: 6 months + Incorporation

Incorporation – ASAP, January/February 2022

If you would like to apply for this role, please send a one-page copy of your English CV and one-page Cover Letter to info@victoriaselection.es quoting Reference 543.

Our client, an international specialist consultancy firm is looking for a reliable Bilingual (Native English speaking) Administration Assistant to provide support in their Barcelona based office.

Responsibilities, among others will include:  

• Front face & filter phone calls
• Greet office visitors & prepare meeting rooms (clients, suppliers, internal meetings, interviews, etc.)
• Manage deliveries (post & packages)
• Keep office inventory up to date
• Organise office maintenance (window cleaning, repairs & annual maintenance checks – air conditioning, fire extinguishers, etc.)
• Sending couriers
• Check time logs
• Register of hours
• Staff credit card expenses
• Add & maintain supplier information up to date
• Manage Company insurance policies
• Organise all company travel
• PA to Company Directors
• Admin support to technical team (sending office material, credit cards, tax-free benefits cards, etc.)
• Internal events management (Company lunches, caterings, team buildings, P&T events, medical checks, photoshoots, etc.)
• External events management (conferences, workshops, etc.)
• Coordination of staff Spanish lessons
• Liaise with housekeeping staff and manage their schedules/holidays
• Draft internal communications
• Assist with employee onboarding
• Draft workflows and contribute to digitalising training programmes
• Assist & support Admin Team with invoicing, when required 
• Suggest & implement new initiatives to support the development of the role as required 

The selected candidate will be a Native English Speaker with a solid level of Spanish to communicate with local service providers. They will hold a credible degree, have at least 2 years’ experience in a similar role and will be have a solid grasp of standard Tech, both Mac, PC and Microsoft Office.

The ideal candidate will have excellent written & verbal skills, be proactive and reliable. A professional, pleasant approach is essential given that the selected will act as the “face” of this reputable firm.  

This position is office based.

Location – Barcelona (Sant Cugat)

Salary – Dependent on experience + benefits (upon completion of trial period)

Timetable – 08.30 – 17.30h

Contract: 6 months + Incorporation

Incorporation – ASAP, January/February 2022

If you would like to apply for this role, please send a one-page copy of your English CV and one-page Cover Letter to info@victoriaselection.es quoting Reference 542.

Our client, a leading British school is currently looking for a polished Bilingual (Native English speaking) Front Office Assistant. The chosen candidate will become a key member of this busy team. 

Responsibilities (among others):

• Complete management and administration of the reception
• Complex calendar management for the administrative team
• Acting as the “face” of the school and as the first point of contact for parents, pupils, prospective parents and visitors
• Representing the school and behaving in line with school ethos and traditional values
• Managing the switchboard and directing calls appropriately in both English and Spanish
• Troubleshooting requests via telephone and email in both English and Spanish
• Assisting the administrative team (admissions, bursar etc.) with tasks when required
• Receiving and shipping letters, courier packages and managing deliveries
• Acting as the “go to” person and "key contact" for staff, parents, pupils and suppliers

Candidates must be a native English speaker or entirely bilingual in English and Spanish (this requirement is non-negotiable). They should hold a credible University Degree or have completed secretarial studies. Previous experience in front office/client facing roles are viewed favourably as are additional foreign languages. Experience with Mac & iOS Pages & Numbers also favourable.

The chosen candidate will be bright, extremely personable and very well presented. They should thrive in a busy environment and enjoy working in a client facing role. A polite telephone manner is essential for this position. This role is ideal for a professional individual looking for long term stability in a fantastic working environment.

Location                 Madrid, La Moraleja

Salary                     Dependent upon experience + exceptional benefits

Timetable               Full time (09.00 - 18.00) 

Contract                 Permanent

Our client is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. The successful applicant will be subject to an enhanced DBS check.

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 546.

Our client, an international Family Office, based in Madrid are looking for an ambitious and flexible Executive Assistant to support the Chairman, Chief of Staff and wider team.

Responsibilities (among others) will include:

• Assisting the Chief of Staff with the Chairman’s intense, international corporate and personal calendar, subject to continuous changes and engagements across time zones, always keeping strategic priorities in mind
• Scheduling and rescheduling meetings and videoconferences across global time zones & geographies (principally with Europe, New York and UAE)
• Managing travel arrangements for Chairman and wider team (private/commercial flights, helicopters, car transfers, visas, passports, hotels). Often subject to last minute changes
• Private Agenda and travel management for family when required (flights between residences, visas, restaurant bookings)
• Private/personal tasks as required to free up Chairman’s time (household utilities, ensuring bills paid, liaison with household staff, maintenance and repairs, renovations, insurance)
• Assisting with Madrid based company events and acting as host
• Expense reports, reconciliation of credit card statements
• Assist with personal IT support (set up of devices, electronic documentation transfer, filing, device update)
• Ad hoc report to Chairman and wider team as required (errands, etc.)

This opportunity will be undertaken at offices close to the Castellana and may include some work at the private residence too. This opportunity could potentially involve some international travel in the future.

Candidates must have a bilingual level of English/Spanish (all work is carried out in both), a relevant University degree and 3 years’ experience in a high-performance environment. They must be able to manage standard Tech (Mac/PC, Excel/Pages, VC Software) with ease.

It’s imperative that the chosen candidate is incredibly flexible and quick to react. This is an intense, 24/7 role where resilience is necessary due to the many last-minute changes.

Location – Madrid, Castellana

Salary – Dependent on experience 

Timetable – Full time (Flexibility required; potential travel required)

Contract – Permanent

Incorporation – January/Februrary 2022

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 541.

Our client, the founder of a Tech firm who is prominent in the international investment and venture capital sectors, is currently looking for an exceptional Executive Assistant to provide 1:1 support. This firm has offices in Madrid, New York and London and the CEO travels between these locations.

Acting as a “second pair of eyes” for this ambitious CEO, responsibilities (among others) will include:

- Full inbox and correspondence management for CEO (outgoing and incoming) and management of LinkedIn account. Responding on her behalf and redirecting information as necessary

- Organising point-to-point international travel arrangements (flights, car transfers, visas, passports, apartments, hotels). The CEO spends 70% of her time travelling

- Acting as key point of contact, liaising with staff and stakeholders on behalf of CEO

- Communicates with the general staff on the CEO’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the Senior Leadership Team, The Management Team (TMG), etc.

- Communicates directly and on behalf of the CEO with Board members, donors, foundation staff, and others on matters related to programmatic initiatives as directed.

- Support in prioritizing different types of tasks and coordinate deadlines, consistently staying up to date on task management and communicate effectively around priorities

- Seamless organisation of rigorous professional and personal agenda prioritising according to CEO’s strategic business interests (must be comfortable with constant reorganisation and last-minute travel changes)

- Scheduling and rescheduling meetings, teleconferences and videoconferences across global time zones & geographies

- Preparing briefings/materials/slides, taking minutes for meetings (board level), distributing accordingly and ensuring key points are actioned

- Assisting with the preparation and distribution of materials for speeches and conferences

- Private/personal tasks as required to free up CEO’s time (household utilities, ensuring bills paid, follow up with administrative professionals, maintenance and repairs, renovations, insurance)

- Expense reports, reconciliation of credit card statements and assisting with management of CEO’s personal finances and investment portfolio

- Project management: manage projects simultaneously, oversee timelines and follow up to ensure timely completion, liaising with CEO’s leadership team

- Managing CEO’s contacts, ensuring information up to date

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

Candidates must have a bilingual (or near native) level of English and ideally be bilingual in Spanish as this role will carried out in English and Spanish. A relevant University degree and have at least 5 years EA experience are also a prerequisite (fast growth, high performance tech or consulting environments viewed favourably). They must be able to manage standard Tech (Mac/PC, Excel/Pages, VC Software) with ease.

The ideal candidate will be ambitious, energetic and unflappable. It’s essential that they are resourceful, are able to come up with alternative solutions with short notice and can switch gears quickly. This is a role with a “no task to large or small” mentality.

Location – Remote (Madrid office available for use)

Salary – Dependent on Experience + Bonus

Timetable – Full time Flexibility required, (flexibility for travel required) Incorporation – Winter 2021

Contract: Permanent (subject to trial period), contracted through the Madrid office

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 535.