Bilingual Executive Assistant and Office Coordinator

Victoria Selection & Search; Comunidad de Madrid; Híbrido; EUR 24.000 - 30.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Hybrid work setup

Descripción de la vacante

Victoria Selection & Search in Madrid is seeking a bilingual Executive Assistant and Office Coordinator for a maternity-cover role. The candidate will split time between office coordination and executive support for two partners, managing calendars, travel, and documentation in English.

The role requires strong communication, a solid grasp of Mac and Microsoft 365, and experience in a fast-growing tech environment. Hybrid work setup with a start in October/November.

Formación

• Bilingual English/Spanish with strong written and spoken communication.
• Experience as an Executive Assistant or Office Manager in a fast-growing environment.
• Solid grasp of tech and applications such as Mac, Microsoft 365 and VC software.

Responsabilidades

• Office coordination across teams and with legal, finance, IT and facilities.
• Manage calendars, travel, correspondence, and project timelines for two partners.
• Prepare documents, contracts and presentations in English; ensure data protection compliance.
• Handle expenses, invoicing support, and database maintenance.

Conocimientos

Bilingual English/Spanish

Communication

Project coordination

Herramientas

Mac

Microsoft 365

Slack

VC Software

Descripción del empleo

Our client, a fast-growing tech firm, is currently looking for a forward-thinking Bilingual Executive Assistant and Office Coordinator to join their Madrid based team for a maternity cover.

Responsibilities will be wide reaching, however will broadly involve:

Office Coordination (50% of workload)

• Legal: Constant liaison with lawyers and acting as the key point of contact
• Finance: Coordination of local accounting and invoicing. Managing local bank accounts, bank reconciliation, invoice follow up, making payments and liaison with outsourced accounting firms. Assisting the founder with relevant declarations.
• Office purchases according to budget
• Compliance: Ensuring firm adheres to European data protection regulation
• Facilities & supplies: point of contact for building, cleaning, insurance, etc.
• Health & Safety: Ensuring office is compliant
• IT: Sourcing & providing local equipment for Spanish team

Executive Assistant (50% of workload)

• Agenda management for two partners: anticipate schedule conflicts and prioritise with business interests in mind. Scheduling video calls across time zones
• Processing Partners’ voice notes into action items
• Act as key contact with clients, providing constant follow up to ensure items actioned
• Travel management for partners (fully taking preferences into account and double-checking details)
• Preparing and reviewing documentation and contracts for signature (In English)
• Project management: manage projects simultaneously, oversee timelines/deadlines and follow up to ensure completion
• Inbox management: Screening, filing, and prioritising emails and calls
• Preparing presentations, proposals and letters
• Ensure all administrative tasks are seen to: expenses, reconciliation of credit card statements and proper filing of legal documentation
• Ensuring databases are kept up to date
• Ad hoc tasks as required (occasional personal tasks)

Candidates must have a bilingual level of English/Spanish as a large volume of clients are based overseas. They will have previous experience as an Executive Assistant or Office Manager, ideally in a fast growth environment. A solid grasp of Tech and Applications is required (Mac, Microsoft 365, VC Software, Slack, etc.). This person will ideally be an early adopter who enjoys learning new skills.

The ideal candidate will be energetic, responsible and reliable. They will be agile, numerate and able to think out of the box to be able to propose/provide solutions quickly. They will pay exceptional attention to detail and enjoy working in a small team with exposure to fast moving, global projects.

Location – Madrid

Salary – €27,000 annually (to be pro-rated over length of contract)

Timetable – 9.00/10.00 - 18.00/19.00

Hybrid work set up

Incorporation – October/November

Contract - Maternity cover

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 descritos y declara que la información proporcionada es veraz y actualizada.