Bilingual Personal & Project Assistant

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

Descripción de la vacante

An established industry player is seeking a Bilingual Personal & Project Assistant to enhance their operational efficiency. This role involves a blend of personal and office assistance, ensuring the smooth running of a distinguished Family Office. You'll be responsible for financial management, vendor coordination, and process improvements while working closely with a close-knit team. The position offers a hybrid work arrangement, allowing flexibility in your work environment. If you possess a keen eye for detail and thrive in a dynamic setting, this opportunity could be your next career step.

Formación

• Proven experience in administration, preferably within a Private Family Office.
• Ability to maintain utmost discretion and confidentiality.

Responsabilidades

• Administration of various households/properties including cleaning and repairs.
• Reconciliation of bank statements and managing expenses.
• Coordinate and onboard service providers as necessary.

Conocimientos

Fluent in English

Fluent in Spanish

Fluent in Catalan

Financial Management

Office Management

Process Improvement

Vendor Coordination

Attention to Detail

Educación

Relevant university degree

Herramientas

Microsoft 365

Excel

Slack

Descripción del empleo

Our client, a distinguished Family Office, is currently looking for an organised and responsible Bilingual Personal & Project Assistant to join their team. This role will be undertaken from the Family Office in central Barcelona and will include coordination of the office.

Responsibilities include (but are not limited to):

1. Office Assistance: Administration of various households/properties (cleaning, utilities, alarm system, repairs, sourcing items for property, etc.).
2. Financial Management: Reconciliation of bank statements and Real Estate revenues, identifying anomalies not included in budgets, and reporting to the director. Making payments across various bank accounts and recording accordingly. Managing expenses and archiving correctly for finance.
3. Vendor Coordination: Identify service providers, coordinate, and onboard if necessary.
4. Process Improvement: Consistently look for ways to improve quality and efficiency, executing requests from senior team members accordingly.
5. Finance Collaboration: Prepare, send, and follow up on invoices, receive and process invoices, and archive them properly.
6. Personal Assistance: Proactively anticipate the needs of the family, learning preferences and incorporating these into daily routines. Manage point-to-point travel arrangements for the family.
7. Office Management: Ensure the smooth running of the workplace, coordinate purchases, inventory, and liaise with relevant suppliers.
8. Team Collaboration: Provide updates on tasks undertaken and ensure proper information flow for agile working.

Candidate Profile:

• Fluent in English, Spanish, and Catalan.
• Relevant university degree and proven experience in administration, preferably within a Private Family Office.
• Proficient with standard tech tools (Microsoft 365, Excel, Slack, etc.), numerate, and adept at managing Excel and budgets.
• Organised, discreet, with exceptional attention to detail.
• Open-minded and enjoy working in a close-knit team.
• Ability to maintain utmost discretion and confidentiality.

Additional Details:

• Location: Barcelona
• Contract: Permanent
• Salary: Dependent on experience
• Timetable: Normal office hours, with flexibility required
• Work Arrangement: Hybrid approach (on-site and remote)