Bilingual Admin Assistant – Luxury Goods

CIRCA; Madrid; Presencial; EUR 28.000 - 36.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Supportive culture

Growth & mentorship

Descripción de la vacante

Circa Jewels in Madrid seeks an Administrative Assistant to support clerical, reception, and accounting tasks in a fast-paced luxury goods environment. The role requires fluent English and Spanish, strong communication, and the ability to work cross-functionally.

You will manage client appointments, process shipments and invoices, assist with marketing, and travel 1–2 times per month to accompany Buyers at events.

Formación

• 5 years experience in a fast paced, deadline oriented environment.
• 3-5 years of administrative experience required.
• Luxury Goods industry background preferred.
• Excellent interpersonal skills with the ability to cultivate good working relationships both internally and externally.
• Experience in export/international shipments preferred.
• Strong analytical and organizational skills with knowledge of Microsoft office and other relevant applications. ERP and CRM experience a plus.
• Must speak, read, and write English as well as Spanish, interview will be in English.

Responsabilidades

• Create/manage client appointments for both database and office calendar.
• Report daily activity reports and check register and other reports as assigned.
• Clerical purchasing duties including data entry in proprietary company software and excel spreadsheets, scanning documents, invoice collection and preparation.
• Accurately prepare items for shipment including labeling, recording images for digital library, stocking into the system, invoicing, and processing inbound and outbound shipments.
• Administrative accounting responsibilities including updating and sending check register/bank balance, filing invoices, setting up payment calendar, tax filing, preparing/sending monthly accounting reports.
• Order office supplies, restock as necessary, open/close office and elevators.
• Assist with Marketing duties and reception duties such as greeting clients and recording client IDs and jewelry images.
• Respond to client emails and phone calls; create new client vendors, documentation daily in compliance with directives.
• Accompany Buyers at buying events out of town which requires light travel 1-2 times per month.

Conocimientos

Communication

Cross-functional collaboration

Organization

Self-motivated

Travel readiness

Herramientas

Microsoft Office

ERP

CRM

Descripción del empleo

Circa Jewels in Madrid seeks an Administrative Assistant to support clerical, reception, and accounting tasks in a fast-paced luxury goods environment. The role requires fluent English and Spanish, strong communication, and the ability to work cross-functionally.

You will manage client appointments, process shipments and invoices, assist with marketing, and travel 1–2 times per month to accompany Buyers at events.