Bilingual EA & Office Coordinator

Victoria Selection & Search; Madrid; Presencial; EUR 30.000 - 50.000; Jornada completa

Descripción de la vacante

A boutique investment firm in Spain, Comunidad de Madrid, is seeking a Bilingual EA & Office Coordinator to support the founders with various administrative and office management tasks. The ideal candidate should be fluent in English and Spanish, possess a relevant university degree, and have proven experience in office management. The role involves overseeing vendors, finances, compliance, and serving as the first point of contact for clients. A strong work ethic and an entrepreneurial mindset are essential.

Formación

• Must possess a credible University Degree.
• Proven experience in an Office Management / Operations role in professional services.
• Strong knowledge of standard Tech and applications.

Responsabilidades

• Coordinate all administrative matters for the founders.
• Manage office operations, including vendors and facilities.
• Support with local accounting and invoicing.
• Ensure compliance with health and safety regulations.
• Manage the schedule and travel for founding partners.

Conocimientos

Bilingual in English and Spanish

Office management experience

Knowledge of Microsoft 365

Strong time management

Educación

University Degree

Herramientas

Microsoft 365

CRM systems

Zoom

Slack

Teams

Descripción del empleo

Our client, a newly established boutique investment firm (by leaders in the sector) are looking for a reliable and driven Bilingual EA & Office Coordinator to join their close-knit team and act as right hand of founders to coordinate all administrative matters.

The remit for this position is elastic, however broadly includes :

Office Coordination & Operations

Supporting partners to identify office space, manage any renovation and coordinate workplace/infrastructure set up

Vendors: source and presenting business cases vendors. Negotiations, contract management and key point of contact with suppliers

Facilities, inventory & supplies: point of contact for building, cleaning, insurance, etc. Coordinate all office purchases according to budget

Finance: support with local accounting and invoicing through liaison with outsourced accounting firms. Assisting partners

Compliance: ensuring firm adheres to relevant regulation

Health & Safety: ensuring office is compliant

IT: sourcing & providing local equipment

Executive Assistance

Agenda management for founding partners: anticipate schedule conflicts and prioritise with business interests in mind

Travel management for team (fully taking preferences into account and double checking details), rescheduling travel accordingly

Build & Manage CRM system, ensuring investor information collated correctly

Act as first point of contact for the firm, receive investors at the office in person

The chosen candidate will command a bilingual level of English and Spanish and hold a credible University Degree. Proven experience in an Office Management / Operations role in professional services required. Strong knowledge of standard Tech and applications (Microsoft 365, Zoom, Slack, Teams and AI platforms) also required.

The ideal candidate will be resourceful, comfortable with ambiguity and display an entrepreneurial mindset. They will be pragmatic, responsible and able to act independently with minimal direction. A strong work ethic combined with a desire to grow and take on projects are essential for this role.

Location – Barcelona

Salary – Dependent on experience

Timetable – 9.00 - 18.00 (Fridays until 15.00)

Incorporation – January 2026

Contract – Permanent (subject to trial period)

VSS is a recruitment agency committed to merit-based selection and non-discrimination under Spanish and EU law.

This job description is protected under intellectual property law and may not be reproduced, distributed or used externally without prior written consent.

Victoria Selection & Search will process all personal data received during the recruitment process in strict confidence and solely for the purpose of assessing the suitability of candidates for the advertised position. Data may be retained for the duration of the process and, where appropriate, for future professional opportunities of a similar nature, unless the candidate requests its deletion.

All information shared throughout the selection process will be handled with the utmost confidentiality by both Victoria Selection & Search and the end client.

By submitting an application, the candidate consents to the processing of their data for the purposes described above and confirms that all information provided is true and up to date.

Victoria Selection & Search tratará los datos personales recibidos durante el proceso de selección con la máxima confidencialidad y exclusivamente para evaluar la idoneidad de las candidaturas en relación con el puesto ofertado. Los datos podrán conservarse mientras dure el proceso y, en su caso, para futuras oportunidades profesionales similares, salvo que la persona candidata solicite su supresión.

Toda la información intercambiada durante el proceso será gestionada con estricta confidencialidad tanto por Victoria Selection & Search como por el cliente final.

Al enviar su candidatura, la persona interesada consiente el tratamiento de sus datos con los fines describ