Bilingual Executive Assistant

Victoria Selection; Madrid; Híbrido; EUR 26.000 - 30.000; Jornada completa

Descripción de la vacante

A leading global M&A firm is seeking a Bilingual Executive Assistant to support their Investment Banking team in Madrid. This permanent role involves managing complex schedules, coordinating meetings, and overseeing various administrative tasks. The successful candidate will possess strong organizational skills and a proactive attitude, working in a dynamic environment where meticulous attention to detail is essential.

Formación

• Minimum 4-5 years of experience in a similar role.
• Solid technical skills and proficiency in standard software applications.
• Experience in financial services or consulting preferred.

Responsabilidades

• Manage complex calendars for 2 MDs and wider team.
• Coordinate meetings across different time zones.
• Handle extensive travel bookings with meticulous detail.

Conocimientos

Bilingual in English and Spanish

Calendar management

Travel booking

Client liaison

Writing and proofreading

Organizational skills

Educación

Relevant University degree

Herramientas

CRM Software

Microsoft Office

Google Workspace

Zoom

Slack

Descripción del empleo

3 weeks ago Be among the first 25 applicants

Our client, a recognised global leader in M&A, is seeking a highly versatile Bilingual Executive Assistant to join their Investment Banking team in Madrid.

The responsibilities for this role include (but are not limited to) :

Executive Support

• Flawless calendar management (2 MDs and wider team). Anticipating and managing schedule conflicts, rescheduling calendars according to priorities and using sound judgement
• Coordination of internal / external meetings / video calls with multiple participants based across differing geographies and time zones (flexibility required to ensure timely responses)
• Liaise with clients and build rapport to facilitate scheduling.
• Build rapport with key clients to facilitate scheduling. Respond professionally to requests and internal team, namely US-EMEA Executive Assistants
• Extensive and complex travel bookings : flights, hotels, visas, transfers etc. often subject to last minute changes and to multiple and multi-stop destinations. Proactively manage visa and passport requirements and provide detailed itineraries. Ensuring adherence to company policy at all times
• Producing and proofreading high quality correspondence, documents, decks, packs and pitches
• Ensure all relevant client documentation and deal lists are up to date, regularly update internal CRM (Salesforce). Responsible for Deal Execution administration
• Event organisation for client entertaining or team events

Additional Administrative Tasks

• Review and verify incoming invoices, assigning cost / project codes
• Collate expenses for breakdown of client billing
• Reconciliation credit cards within deadlines (multi currency)
• Maintain detailed records and files regarding team, such as absence reporting
• Ensure all administrative needs are covered so the team can fully focus on analysis and / or commercial activities
• Coordinating and covering other Executive Assistants for holiday cover

Candidates must have a bilingual level of English / Spanish and ideally hold a relevant University degree. A solid grasp of standard Tech and applications (Office, Google Workspace, Zoom, Slack, CRM software etc.) is required. It is essential that candidates hold a minimum of 4-5 years’ experience. Financial services (all areas) or consulting backgrounds are preferred. Specific experience / background in investment banking or financial restructuring highly advantageous.

This role requires someone who is comfortable working in a “first time right” environment with fast turnaround times. A highly organised, proactive individual who is capable of juggling tasks whilst maintaining impeccable attention to detail will excel in this environment.

The ideal candidate will work under minimal supervision, exercise independent judgment and foster collaboration with both local and global EAs. The successful candidate will enjoy working in an environment that combines a local and global approach and ensure best practice is always upheld, despite large volumes of work and shifting priorities.

Candidates are advised that this firm performs background checks following the extension of a conditional offer.

Timetable – 09.00 - 18.00

Contract – Permanent

Incorporation – Immediate

Hybrid / On site - Predominately on site. Potential for wfh discussions once trial period complete

Seniority level

• Seniority level Mid-Senior level

Employment type

• Employment type Full-time

Job function

• Job function Administrative

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