Executive Assistant & Workplace Manager

Monex USA; Madrid; Híbrido; EUR 42.000 - 66.000; Jornada completa

Descripción de la vacante

Monex is seeking an Executive Assistant & Workplace Manager to support the CEO in Spain in a hybrid role based in Madrid. You will handle calendar management, travel coordination, and communications, while also overseeing office operations, supplier relationships, and workplace resources.

The role requires fluent English and Spanish, strong organizational skills, and experience in fast-paced corporate environments.

Formación

• Proven experience as EA, Office/ Workplace Manager or similar.
• Strong organizational and time-management skills.
• Fluent in English and Spanish, written and spoken.

Responsabilidades

• Provide high-level administrative support to the CEO Spain, including calendar management and correspondence handling.
• Oversee day-to-day operations of the Madrid office; coordi nate vendor relationships and office services.
• Coordinate domestic and international travel, accommodations, and itineraries.
• Manage Workday-related requests on behalf of the CEO; support accounting and invoicing processes.
• Ensure Health, Safety & Fire safety compliance and support audits.

Conocimientos

Executive support

Office management

Time management

Stakeholder management

Multitasking

MS Office

Workday

English

Spanish

Herramientas

Workday

Microsoft Office

Descripción del empleo

Monex is a leading global financial solutions provider, offering a complete set of tools to support business growth and strategic financial operations.

We specialise in FX risk management and international payments, helping corporate and institutional clients design tailored FX solutions to navigate currency volatility with confidence. Our team of FX specialists implement well-considered currency strategies, offering dedicated support to help clients manage their payment needs – whether for goods, services, or direct investments.

In 2023, Monex facilitated $309 billion in FX turnover, managed $10.7 billion in assets, and processed 8.5 million transactions. With offices across North America (Canada, the US, and Mexico), Asia (Singapore), and Europe (the UK, Spain, and the Netherlands), we serve over 66,000 clients worldwide.

By combining global reach with deep local market expertise, Monex enhances businesses with a suite of financial solutions and FX market analysis to help optimise efficiency, mitigate currency risk, and protect margins in an increasingly complex financial landscape. Our corporate client experience is further enhanced by our dedicated sector expertise across a range of industries.

Job Overview

The Executive Assistant & Workplace Manager provides high-level administrative support to the CEO Spain in a hybrid role.

This position combines traditional executive assistant duties—including calendar management, travel coordination, and communication handling—with office management responsibilities such as vendor coordination and workplace administration.

Key Responsibilities

Executive Support

• Provide high-level administrative support to the CEO Spain.

• Manage complex calendars, schedules, and meeting arrangements.

• Coordinate domestic and international travel, accommodation, and itineraries.

• Handle correspondence and administrative requests.

• Manage Workday-related requests on behalf of the CEO.

Workplace & Office Management

• Oversee the day-to-day operations of the Madrid office.

• Act as the primary contact for Building Management and maintenance providers.

• Manage office supplies, equipment, and workplace resources.

• Coordinate meeting rooms, catering, and office events.

• Handle incoming and outgoing company correspondence and deliveries.

• Prepare workstations and office setup for new joiners.

• Manage relationships with external suppliers and service providers.

• Maintain and safeguard digital certificates used for authorized document management and signing.

Health, Safety & Compliance

• Ensure compliance with Health & Safety, Fire Safety, and First Aid requirements.

• Coordinate training and appointments for First Aiders, Fire Wardens, and other workplace safety roles.

• Support the preparation of documentation required for internal and external audits.

Finance & Administrative Support

• Review and prepare supplier invoices for processing.

• Maintain accurate supplier records and office documentation.

• Support the Finance team in resolving invoice discrepancies and cost allocation queries.

Skills & Experience

• Previous experience as an Executive Assistant, Office Manager, Workplace Manager, or similar role.

• Excellent organizational and time management skills.

• Strong attention to detail and ability to manage multiple priorities.

• Professional communication and stakeholder management skills.

• Proactive, adaptable, and solutions-oriented approach.

• Experience working in a fast-paced corporate environment.

• Proficiency with Microsoft Office applications and business systems such as Workday.

• Fluent English and Spanish, both written and spoken.

Why Join Monex?

This role offers the opportunity to work closely with senior leadership while playing a key part in shaping the workplace experience for our employees. You will have a broad scope of responsibilities, exposure across the business, and the chance to make a meaningful impact in a growing international organization.

If you like wild growth and working with happy, enthusiastic over-achievers, you’ll enjoy your career with us _!_