Bilingual (Private) Personal Assistant

Victoria Selection & Search; Madrid; Hybrid; EUR 60,000 - 90,000; Full time

Job summary

A family office in Madrid is looking for a Bilingual Personal Assistant to provide comprehensive support, coordinating private agendas, managing travel and household administration across multiple properties. Candidates should have 5-10 years of experience in a similar role, possess strong bilingual skills in English and Spanish, and demonstrate exceptional organizational abilities. This role offers a hybrid work environment with flexibility required for travel.

Qualifications

• At least 5-10 years prior experience in a Private PA/Family Office environment.
• Complete bilingual level of English/Spanish.
• 5–10 years’ experience as Private PA/Family Office or similar.

Responsibilities

• Coordinate meetings and appointments.
• Manage travel arrangements including private aviation.
• Oversee household administration for multiple properties.
• Liaise with service providers for finance and payroll.
• Assist with event management and correspondence.

Skills

Bilingual English/Spanish

Tech-savvy (iPhone, Mac, Google Workspace, Microsoft 365)

Discretion and confidentiality

Exceptional attention to detail

Google Workspace

Microsoft 365

Education

Relevant University degree

Tools

Google Workspace

Microsoft 365

VC Software

VC Software

Job description

Our client, an international UHNW family who have very recently relocated to Madrid, are looking for a proactive and polished Bilingual (Private) Personal Assistant to provide comprehensive support.

The remit for this position is wide and will predominantly involve supporting one family member however occasionally extends to more. Responsibilities include (however are not limited to):

• Private Agenda management: Coordinating meetings, restaurant booking, medical appointments, confirming event attendance, close coordination with international Personal Assistant (Eastern time zone) for cohesion
• Act as key contact for all administrative matters in Spain
• Travel management: point to point travel arrangement: coordination of drivers across various countries as well as private aviation. Providing complete itineraries and managing visas, passports, etc.
• Complete administration for three households (Madrid and two international properties in English speaking locations): managing household staff, gardeners, utilities, security, insurance, repairs, sourcing items for properties, etc.
• Finance: Managing expenses and basic reconciliation, basic payments to service providers as well as liaising closely with Swiss Wealth Management firm for household payroll and larger payments
• Project management: overseeing renovations (liaison with architects) or upgrades to properties. Support and coordinate various initiatives, ensuring timely completion
• Correspondence Management: Assist with preparation and responses to correspondence accordingly and according to necessary protocol (English and Spanish)
• Event management: coordinate family events, meetings or special occasions
• Coordinate purchases for individuals and relevant supplementary documentation, deliveries, returns, managing and tracking shipments etc.
• Manage documentation: preparation of relevant documentation, filing and management of paperwork (for both business and personal affairs)
• Oversee and coordinate relevant insurance policies
• Ad hoc requests and personal errands for individuals

Candidates must have a complete bilingual level of English/Spanish, whilst additional languages will be viewed favourably. A relevant University degree and at least 5-10 years prior experience in a Private PA/Family Office environment are prerequisites for this role. The chosen candidate must be Tech native/savvy (iPhone, Mac, Google Workspace, Microsoft 365, VC Software, etc.).

The ideal candidate will be discreet, well organised and pay exceptional attention to detail. They will be of sound judgement, able to build trust and act appropriately with high profile individuals. Local knowledge and contacts will stand the chosen candidate in good stead for this position. Utmost discretion and strict confidentiality are paramount for this role.

Contract - Permanent (subject to trial period)

Salary - Dependent on experience

Timetable - Broadly 09.00 - 18.00h, although flexibility required

Hybrid/On site: Hybrid: Mainly from residence but some flexibility offered

Flexibility for occasional travel (New York & Europe) required

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