Our client, a boutique investment firm is looking for a proactive bilingual Junior Team Assistant who can provide administrative support to their team in Madrid. 

 Working alongside the team’s Executive Assistant, responsibilities (among others) include: 

• Acting as the face of the firm, greeting visitors and telephone reception
• EA duties for two directors (agenda management, travel and expense reports)
• Preparing and sending invoices
• Assisting the Investment and Legal departments with any administrative tasks
• Preparing & organising meeting rooms
• Physical and electronic archiving
• Organising catering and couriers
• Acting as the “go to person” for any administrative requirement
• Videoconference set up with various participants 
• Liaising with providers to insure 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 2 years’ experience in a similar role (financial 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 resourceful, well presented and proactive. They should be able to work independently and will be able to take the initiative.

This role will be undertaken in the office.

Location – Madrid, Barrio Salamanca

Salary – Circa €22,000

Timetable – Monday to Friday 09.00-18.00h

Contract – Permanent (subject to 3-month trial period)

Incorporation – ASAP

If you are interested in this role, please send a copy of your English CV to info@victoriaselection.es quoting Reference 530.

Our client, a leading international Private Equity investment manager is currently looking for an Office Manager/Executive Assistant to support their growing Iberian team, based in Madrid.

Our client, an industry leader who has recently made headlines securing Private Equity funding to expand the operation internationally, is looking for an Executive Assistant to support their CEO and provide ad hoc support to the Finance Director. Whilst this firm has offices in Madrid, the position will be undertaken at their plant near Ciudad Real. 

Responsibilities (among others): 

• Organisation of professional agenda (often subject to last minute changes) for CEO
• Act as second pair of eyes for CEO
• Full inbox, telephone and correspondence management for CEO (outgoing and incoming) 
• Scheduling meetings, teleconferences and videoconferences across time zones & geographies (with investors and international clients)
• Organising domestic and international travel arrangements (flights, transfers, visas, passports) 
• Project management: manage multiple projects simultaneously and follow up 
• Prepare materials/briefs, take minutes for meetings (board level), distribute accordingly and follow up
• Compose and review written communication, reports, presentations and spreadsheets 
• Expense reports, reconciliation of credit card statements
• Physical/digital archiving
• Ad hoc administrative tasks for the CEO and Finance Director

Candidates must be bilingual in English and Spanish. French is considered a plus. They should have at least 3 years’ experience working as an Executive Assistant and ideally have provided 1:1 support. They must hold a strong University Degree or have completed secretarial studies. A solid grasp of standard Tech and applications (Office, Mac, Google Workspace, Zoom, Slack, CRM software etc.) is required. A driving license required.

The ideal candidate will be responsible, willing to learn and proactive. This is a firm who is at an exciting expansion stage and ideal for a candidate with a genuine interest in the business.

Location – Ciudad Real

Salary – Dependent on Experience + Bonus

Timetable – (08.30 – 14.00, 15.30 – 19.00h). Potential 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 525.

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 – Dependent on Experience + 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, 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 – Autumn 2021

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