International Administrative Assistant (Part-time)

Forvis Mazars in Spain; Madrid; On-site; EUR 22,000 - 29,000; Full time

Job summary

Forvis Mazars in Spain is seeking a proactive Administrative Assistant to support daily operations of Marcalliance, an international network of law and tax firms. This role offers collaboration across countries and exposure to diverse projects, events, and communications.

You will maintain databases, coordinate with the legal team in Germany, organize meetings, assist invoicing, and help with marketing and events.

Qualifications

• Excellent organizational and multitasking skills.
• Strong attention to detail.
• Professional communication in an international environment.
• Proficiency with Microsoft Office and digital collaboration tools.
• Ability to work independently and manage multiple priorities.
• Fluent English; additional languages are a plus.

Responsibilities

• Maintain and update Marcalliance databases, ensuring data accuracy, consistency, and distribution.
• Coordinate with the Forvis Mazars Legal team in Germany regarding database updates.
• Document, organize, and archive operational processes and activities.
• Support invoicing processes, including invoice review, documentation management, and preparation of quarterly invoice drafts.
• Organize meetings, prepare agendas, distribute invitations and meeting links, and circulate minutes.
• Manage invitations, attendee communications, registrations, invoicing, and follow-up activities.
• Liaise with suppliers, request quotations, coordinate services, and monitor deliverables.
• Provide on-site support during events, coordinating with attendees, hotels, transportation providers, and stakeholders.

Skills

Fluent English

Excellent organizational skills

Multitasking

Professional communication

Independent work

Tools

Microsoft Office

Digital collaboration tools

Job description

Forvis Mazars is a leading global firm specializing in audit, consulting, tax, and legal services, operating in more than 100 countries with over 40,000 professionals worldwide.

By joining Forvis Mazars, you will have the opportunity to grow your career through international opportunities, diverse projects, and continuous learning. You will also belong to an organization committed to social and environmental responsibility, where we value the unique perspective that each professional brings while recognizing that success is achieved through collaboration.

We encourage our people to contribute new ideas and make a meaningful impact on the Firm’s continuous growth and success.

Grow. Belong. Impact.

We are looking for a proactive and highly organized Administrative Assistant to support the daily operations of Marcalliance, an international network of law and tax firms. This role offers the opportunity to work in a dynamic, international environment, collaborating with professionals across different countries and contributing to the successful delivery of internal projects, events, communications, and business operations.

Key Responsibilities

Database & Process Management

• Maintain and update Marcalliance databases, ensuring data accuracy, consistency, and proper distribution.
• Coordinate with the Forvis Mazars Legal team in Germany regarding database updates and information management.
• Document, organize, and archive operational processes and activities.
• Support invoicing processes, including invoice review, documentation management, and preparation of quarterly invoice drafts.

Meeting & Administrative Coordination

• Organize meetings, prepare agendas, distribute invitations and meeting links, and circulate minutes.
• Maintain and update calendars, schedules, and operational documentation.
• Send follow-up communications and reminders to stakeholders.
• Request, collect, and archive documentation using digital tools, including surveys and electronic signature platforms.

Marketing & Communications Support

• Research and compile information, market insights, images, and content for presentations, website updates, and social media.
• Support social media activities and content promotion initiatives.
• Conduct online research and prepare summaries and reports on relevant topics and industry trends.

Event Management

• Support the planning, administration, and execution of internal and external events.
• Manage invitations, attendee communications, registrations, invoicing, and follow-up activities.
• Liaise with suppliers, request quotations, coordinate services, and monitor deliverables.
• Provide on-site support during events, coordinating with attendees, hotels, transportation providers, and other stakeholders.

What We're Looking For

• Excellent organizational and multitasking skills.
• Strong attention to detail.
• Professional communication skills in an international environment.
• Proficiency with Microsoft Office and digital collaboration tools.
• Ability to work independently and manage multiple priorities.
• Fluent English; additional languages are a plus.

Why Join Us?

• International exposure and collaboration with professionals across multiple jurisdictions.
• Opportunity to work within a leading global legal and tax network.
• Dynamic and multicultural environment.
• Professional development and growth opportunities.