Executive Assistant

Causa Prima; Madrid; Presencial; EUR 38.000 - 60.000; Jornada completa

Descripción de la vacante

Causa Prima in Madrid is seeking an experienced executive or personal assistant to manage calendars, travel, the Madrid workspace, and everyday operations so the founders can focus on customers and product.

This is a hands-on, defined role where you will build and run the processes that keep the company organized, with emphasis on reliability, discretion, and proactive problem-solving.

Formación

• Two or more years as an executive or personal assistant in an international company with English as the working language.
• Excellent English communication skills, written and spoken; Spanish is a plus.
• Must already have the right to work in Spain; Madrid residency preferred.
• Calm and capable when plans change; strong discretion in handling sensitive information.
• Curious about AI and comfortable using AI tools to improve workflow.
• Strong organizational and problem‑solving abilities.

Responsabilidades

• Own founders' calendars across time zones and coordinate meetings.
• Book and adjust travel arrangements for Europe, US, and Middle East.
• Run the Madrid workspace and manage moves as the team scales.
• Keep the team happy with small, thoughtful operations and events.
• Handle admin tasks: invoices, supplier contacts, signatures, stamps.
• Automate repetitive tasks using AI agents and automation tools.

Conocimientos

Executive support

English fluency

Spanish welcome

Discretion

Calm under pressure

AI affinity

Herramientas

AI tools

Descripción del empleo

You'll keep Causa Prima running day to day. Calendars, travel, the Madrid workspace, merch, visitors, the hundred small things that make a company feel organised or chaotic depending on who's holding them. Here, that's you.

We're a growing team across Madrid and Munich with leadership that travels a lot. Your job is to keep them focused on customers and product by taking everything else off their plate. Nobody will hand you a process; you build it and then keep it running.

This is an operational, day-to-day role, and we're hiring someone who wants exactly that. A well-defined job, done very well, inside a team that will notice and appreciate the difference you make.

What you'll do

• Own the founders' calendars. Three people, two time zones minimum, constant customer and investor meetings. You schedule, reschedule, protect focus time, and make sure nobody turns up to the wrong call or misses a flight because two things overlapped.

• Book and rebook travel. Flights, hotels, trains, ground transport across Europe and to the US and Middle East. Plans change the night before; you already have the alternative.

• Run the Madrid workspace. We're in a coworking today: supplies, access, guests, deliveries, the small frictions that add up. Within six months we move into our own office, and you'll handle the move and everything that comes with running it afterwards.

• Keep the team happy in tangible ways. Merch and new-joiner kits, team lunches, offsite logistics, birthdays, the coffee that people actually drink. You notice what's missing before anyone asks.

• Handle the admin that has no other owner. Supplier contact, invoices and receipts to our finance team, courier and visitor coordination, documents that need a signature or a stamp. If it's small, recurring, and keeps the company running, it lands with you.

• Automate what repeats. Everybody at Causa Prima is an engineer. That means you don't do the same task by hand twice. You'll use AI agents to draft the itinerary, triage the inbox, compare hotel options, and chase the receipt, and you'll have access to the best automation tools on the market to do it. If a workflow can run itself, you make it run itself.

• Cover the personal side too. Keeping the founders at their best is part of keeping the company running. Some of what lands on your desk is personal: a package to return, a visa renewal to chase, a Saturday table for six, a cancelled flight to rebook. Every hour you take off their plate goes back to our customers and product.

What we're looking for

• Experience doing exactly this. Two or more years as an executive or personal assistant, ideally supporting more than one person, in an international company where the working language was English.

• English you can work in. Emails, calls with a US hotel desk, a message from a founder at 8 am. It doesn't need to be flawless. It needs to be reliable.

• Already in Madrid, with the right to work in Spain. We're not able to sponsor visas for this role.

• Calm when plans change. A cancelled flight at 22:00 is a logistics problem, not a crisis, and you've solved a few of them.

• Discretion by default. You'll see calendars, contracts, personal details and conversations that aren't yours to repeat.

• Curious about AI, already using it. You've used ChatGPT, Claude, or similar to get real work done in the last month, and you're keen to go further. We'll show you what we run on and expect you to pick it up fast.

• Working English. Spanish is a plus for dealing with local suppliers and landlords.

Nice to have

• You've supported founders or a leadership team at a startup or scale-up.

• You've organised an office move or set up a new workspace from scratch.

• You've run team events or offsites for 20+ people end to end.

This is a wishlist, not a checklist. If the role excites you but you don't tick every box, we would encourage you to apply anyway.