Executive Admin Assistant - (Inglés)

MIGx AG; Madrid; Híbrido; EUR 30.000 - 50.000; Jornada completa

Descripción de la vacante

A global consulting company is seeking a Business & Administrative Assistant to manage office operations and support HR initiatives. This role requires fluency in English and proven experience in administration. You will oversee financial accountability, coordinate onboarding, and provide support for talent acquisition. The position offers a hybrid work model and a competitive compensation package along with opportunities for career development and a supportive organizational culture.

Servicios

Hybrid work model

Excellent compensation package

25 holiday days per year

Free English classes

Career development opportunities

Employee-centric culture

Training programs

Formación

• Proven experience (2+ years) in a fast-paced Administrative, Executive Assistant, or Office Management role.
• Demonstrated ability to manage multiple priorities and deadlines.

Responsabilidades

• Ensure smooth operation of the office; manage supplies and vendor relationships.
• Assist with bookkeeping tasks and manage vendor invoices.
• Coordinate employee onboarding and offboarding logistics.

Conocimientos

Fluent in English (Written and Spoken)

Exceptional organizational skills

Proficiency with modern office software

Ability to manage multiple priorities

Educación

Diploma or degree in Business Administration, HR, or related field

Herramientas

Personio

Descripción del empleo

About MIGx

MIGx is a global consulting company with an exclusive focus on the healthcare and life science industries, with their particularly demanding requirements on quality and regulatory aspects. We have been managing challenges and solving problems for our clients in the areas of compliance, business processes and many others.

MIGx interdisciplinary teams from Switzerland, Spain and Georgia have been taking care of projects in the fields of M&A, Integration, Application, Data Platforms, Processes, IT management, Digital transformation, Managed services and compliance.

Project Description

We are seeking an exceptionally organized, proactive, and versatile Business & Administrative Assistant to serve as the operational backbone of our office. This highly visible role requires a true "all-rounder" who thrives in a dynamic environment, managing everything from daily office operations and financial accountability to providing crucial support for our Human Resources and Talent Acquisition initiatives.

Key Areas of Responsibility

1. Office Management & Operations
   1. Facility Oversight : Ensure the smooth and efficient operation of the physical office space. Manage supplies, equipment, vendor relationships (cleaning, maintenance, catering), and office security protocols.
   2. Financial Accountability Support : Assist with basic bookkeeping tasks, including processing expense reports, managing vendor invoices, and reconciling monthly accounts for review by the Finance team.
   3. Event Coordination : Plan and execute internal office events, team social gatherings, and external meetings / client visits.
2. Human Resources & People Support
   1. Onboarding / Offboarding : Coordinate the logistical aspects of employee transitions, including setting up workstations, managing access credentials, and preparing welcome packs for new hires.
   2. Policy & Documentation : Assist the HR team with organizing and maintaining employee files, drafting internal communications, and ensuring compliance documentation is accessible.
   3. Employee Support : Serve as point of contact for staff inquiries regarding administrative procedures, office policies, and HR forms.
3. Talent Acquisition Support
   1. Active search : Pre-screening activities supporting hiring managers and other TA personnel.
   2. Candidate Scheduling : Support hiring managers to organize interviews, ensuring a seamless and positive interview experience.
   3. ATS Management : Assist in maintaining candidate records within the Applicant Tracking System (ATS) and ensure data accuracy.

Requirements

• Must‑Have:
  • Fluent in English (Written and Spoken).
  • Proven experience (2+ years) in a fast‑paced Administrative, Executive Assistant, or Office Management role.
  • Exceptional organizational skills and meticulous attention to detail.
  • Proficiency with modern office software.
  • Demonstrated ability to manage multiple priorities and deadlines simultaneously.
• Nice to Have:
  • Experience supporting HR or Talent Acquisition functions, particularly candidate scheduling.
  • Experience in Personio.
  • Familiarity with basic bookkeeping or expense management.
  • A diploma or degree in Business Administration, HR, or a related field.

Languages

• English : B2+
• Local language

What we offer

• Hybrid work model and flexible working schedule that would suit night owls and early birds
• Excellent compensation package
• Attractive social benefits package
• 25 holiday days per year
• Free English classes
• Possibilities of career development and the opportunity to shape the company’s future
• An employee‑centric culture directly inspired by employee feedback – your voice is heard, and your perspective encouraged
• Different training programs to support your personal and professional development
• Work in a fast growing, international company
• Friendly atmosphere and supportive Management team