Office Manager and Executive Assistant to the Managing Director EMECA

Weir Minerals Europe Limited, Sucursal en España (Branch); Madrid; Hybrid; EUR 42,000 - 60,000; Full time

Benefits offered by this job

Competitive pay

Career development and learning

Regional and team benefits

Global inclusion networks

Job summary

Weir Group plc is seeking an experienced Executive Assistant to the Managing Director EMECA in Madrid. This hybrid role supports a busy MD and oversees office operations across Spain and Portugal, coordinating with HR, Finance, IT and regional teams.

You will manage a complex international diary, arrange travel, lead meetings and events, and ensure smooth administration and workplace services. Fluency in Spanish and English is required, along with strong Microsoft 365 knowledge.

Qualifications

• Strong experience in executive support and office administration, in international or matrix structures.
• Excellent diary, travel and meeting coordination, with ability to manage competing priorities and resolve conflicts.

Responsibilities

• Coordinate Managing Director's diary across Spain, Portugal and multiple time zones.
• Arrange international travel, accommodation, visas and expenses.
• Organise leadership meetings, business reviews and regional events; record decisions and actions.
• Oversee Madrid office operations; manage suppliers and budgets; support purchasing via COUPA.
• Support HR onboarding/offboarding and payroll inputs; handle confidential information.
• Assist Finance/WBS with accounts payable/receivable and banking documentation.
• Promote workplace safety and a professional, welcoming environment.

Skills

Executive support

Office administration

Diary management

Bilingual Spanish/English

Microsoft 365

Education

Business administration qualification

Tools

COUPA

SAP

HR/payroll systems

Job description

Executive Assistant to Managing Director EMECA

Location: Madrid, Spain

Work Arrangement: Hybrid

About the role

We’re looking for an experienced Executive Assistant to provide trusted, confidential support to our Managing Director EMECA, while also taking a leading role in the smooth day-to-day running of our office operations across Spain and Portugal. This is a varied and highly visible position at the heart of our EMECA business. You’ll work closely with senior leaders and colleagues across HR, Finance, Weir Business Services (WBS), IT and our wider regional teams, helping to keep priorities moving and ensuring our people have a professional, efficient and well-organised environment in which to work. From managing a complex international diary and coordinating travel, leadership meetings and regional events, through to overseeing suppliers, employee administration and workplace services, you’ll be someone who enjoys bringing structure to a busy environment. You’ll be trusted to handle sensitive information with discretion, anticipate what is needed, resolve day-to-day issues independently and know when something needs to be escalated.

What we do at Weir

We are a global leader in mining technology for a sustainable future. We help our customers extract the resources the world needs more efficiently and more sustainably. Our planet’s future depends on the transition to renewable energy, and that transition can only happen with the metals and minerals our customers deliver. So, we work side by side with mines across the globe to move less rock, use less energy, use water wisely and create less waste. Together, we drive the shift to smart, efficient and more sustainable mining.

Make your impact

In this role, your impact will be felt across the EMECA leadership team and our operations in Spain and Portugal. You’ll create the organisation, coordination and structure that allows others to perform at their best, whether that means keeping a demanding international diary on track, ensuring an important leadership meeting runs seamlessly, supporting colleagues locally or improving the way our Madrid office operates. It’s a role for someone who enjoys being relied upon, takes real ownership of the detail and can build trusted relationships across different teams, countries and levels of seniority.

What you’ll do

Executive Support: Coordinate the Managing Director’s diary across Spain, Portugal and multiple time zones, managing meetings, resolving scheduling conflicts and escalating priorities when needed. Arrange international travel, accommodation, visas and expenses through approved channels, ensuring everything is accurate and delivered on time.

Meeting and Event Coordination: Organise leadership meetings, business reviews, customer visits and regional events, including agendas, pre-read materials, logistics and video conferencing. Record decisions and actions, maintain action trackers and follow up on deadlines.

Office Management and Workplace Services: Oversee the day-to-day operation of our Madrid office and provide administrative support across Spain and Portugal. Manage suppliers and service arrangements, track costs and renewals, and support purchasing and supplier onboarding through COUPA. Monitor spend against agreed budgets and identify appropriate savings opportunities.

HR and Employee Administration: Act as a local administrative contact for routine HR queries, coordinating onboarding and offboarding, supporting employee benefits and maintaining HR systems such as Sesame. You’ll handle confidential employee information appropriately and collect and verify payroll inputs for timely submission.

Finance Coordination: Support WBS and Finance with accounts payable, receivable and banking documentation, while following our established authorisation processes and segregation of duties.

Workplace Safety: Support office safety and visitor arrangements, reporting hazards or incidents promptly and contributing to a safe, professional and welcoming workplace.

Safety First: Demonstrate 100% commitment to our zero harm behaviours and our ambition to develop a world-class safety culture.

What you’ll bring

• Strong experience across executive support and office administration, ideally within an international or matrix organisation.
• Excellent diary, travel and meeting coordination skills, with the confidence to manage competing priorities and elevate conflicts appropriately.
• Fluent written and spoken Spanish and English.
• Strong working knowledge of Microsoft 365, including Outlook, Word, Excel, PowerPoint and Teams.
• Excellent organisation and attention to detail.
• The discretion and judgement required to handle sensitive and confidential information.
• A proactive approach and the confidence to work independently while building strong relationships across different functions and levels.

Nice-to-haves

• A vocational qualification in business administration or a related field, or equivalent practical experience.
• Experience using SAP or a comparable ERP platform, COUPA and HR/payroll systems.
• Knowledge of Portuguese or another EMECA regional language.
• Experience managing suppliers, purchasing, expenses and administrative budgets.
• Experience supporting senior leaders working across multiple countries and time zones.

Why join Weir?

We live our values: Think Safety First, Do the Right Thing, Respect Each Other, Aim High and Delight Our Customers. We encourage our people to lead by example and celebrate our successes. We’re passionate about our purpose to help deliver the natural resources that are essential to create a better future for the world. We combine deep customer insights, world-class engineering, materials science expertise and intelligent automation to deliver innovative solutions for our customers. We believe your voice matters and your ideas make a difference. We’re building a diverse and inclusive culture where our people feel they belong and can do the best work of their lives. You can also play an active part in shaping that culture through our inclusion networks and safety initiatives.

Benefits

• Competitive pay
• Career development and learning support
• Access to global inclusion networks
• Regional and team-specific benefits
• Sharebuilder scheme
• Wellness support for you and your family
• Collaboration with global teams
• Study support

We are Weir. And the growing world depends on us. It depends on us constantly reinventing. Quickly adapting. Continually finding better, faster, more sustainable ways to access the resources it needs to thrive. And it depends on each and every one of us doing the best work of our lives. It’s a big challenge – but it’s exciting. And it’s one we can’t wait to be part of. Thank you for your interest in joining us.