Bilingual Executive Assistant and Office Coordinator

Victoria Selection & Search; Madrid; Presencial; EUR 23.000 - 31.000; Jornada completa

Descripción de la vacante

Victoria Selection & Search seeks a bilingual Executive Assistant and Office Coordinator in Madrid to support two partners during a maternity cover. The role blends office management with executive support, including calendar control, travel, document handling in English, and project coordination.

The ideal candidate is fluent in English and Spanish, with prior EA/Office Manager experience, and strong tech skills (Mac, Microsoft 365, Slack).

Formación

• Two partners' calendar management and prioritisation to align with business needs.
• Experience as an Executive Assistant or Office Manager, preferably in a fast-growth tech environment.
• Bilingual English/Spanish proficiency required for high-volume international client interactions.

Responsabilidades

• Office coordination including legal liaison, finance, invoicing and compliance.
• Procurement and admin tasks, vendor liaison, and data protection compliance.
• Prepare and review documents and contracts in English; manage travel and meetings.
• Project management across multiple timelines; inbox and filing management; prepare presentations.

Conocimientos

Executive assistant

Office management

Calendar management

Travel management

Project management

Email management

Herramientas

Mac

Microsoft 365

VC Software

Slack

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

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.