Office Manager & Executive Assistant

Munich Re; Madrid; Presencial; EUR 36.000 - 48.000; Jornada completa

Descripción de la vacante

Munich Re in Madrid is seeking an Office Manager to ensure the smooth running of the Madrid office. You will manage facilities, procure services, coordinate IT issues with global teams and champion Health & Safety policies.

The role reports to the Branch Manager, involves ESG initiatives, travel arrangements, and supporting onboarding and front‑of‑house operations, contributing to an efficient, compliant workplace.

Formación

• Minimum of 3 years of experience in office management, facilities or operations roles.
• Strong communication and proactive problem-solving abilities.
• Excellent Spanish and English language skills.
• Basic knowledge of Microsoft Office and IT coordination.
• Understanding of insurance or banking business is a plus.
• Able to manage multiple priorities and deadlines.

Responsabilidades

• Oversee all aspects of office management and workplace optimisation.
• Manage external suppliers, service providers, contracts and facilities.
• Lead procurement processes and cost-control in line with budgets.
• Act as local IT contact and coordinate with global IT teams.
• Ensure Health, Safety and Security compliance and business continuity.
• Lead ESG initiatives and sustainability measures in office operations.
• Oversee travel policy compliance and manage travel providers.
• Support electronic filing, data integrity and quality control.
• Manage visitor reception and front-of-house tasks.
• Assist new employees with onboarding tasks and introductions.
• Support meeting administration, booking and reporting as required.
• Coordinate complex executive calendars and international travel.
• Promote Conduct and best outcomes for customers/policyholders.

Conocimientos

Office management

Facilities management

Communication

Spanish language

English language

IT coordination

Herramientas

Microsoft Office

Descripción del empleo

About Us

At Munich Re Specialty – Global Markets (MRS-GM), it is our ambition to become the leading Primary Specialty Insurance provider, underpinned by an effective and adaptablestrategy, superior products and industry leaders working in a supportive environment to achieve this.

About Us

At Munich Re Specialty – Global Markets (MRS-GM), it is our ambition to become the leading Primary Specialty Insurance provider, underpinned by an effective and adaptablestrategy, superior products and industry leaders working in a supportive environment to achieve this.

At the heart of our success is a strong culture where people are encouraged to be present, bold and curious, allowing them to achieve their individual goals.

Please see our website for more information.

Office Manager

We are currently looking for a Office Manager to be based in Madrid on a full-time basis, reporting into the Branch Manager.

The Office Manager ensures the smooth and efficient running of the Madrid office by managing facilities, office services, supplier relationships, procurement, ESG and environmental initiatives, travel management, health and safety, IT coordination, physical business continuity and local office support. The role contributes to a safe, sustainable and productive work environment while supporting operational excellence.

Responsibilities

• Oversee all aspects of office management, including facilities maintenance, space planning, executive assistance and workplace optimisation.
• Manage relationships and contracts with external suppliers and service providers, including cleaning, catering, maintenance and security.
• Lead procurement processes and support cost-effective purchasing aligned with internal policies and budgets.
• Act as the local IT contact, coordinating with global IT teams to resolve technical issues and manage equipment needs.
• Ensure compliance with Health, Safety and Security regulations and coordinate emergency response and physical business continuity initiatives.
• Manage local ESG policies and implement environmental and sustainability measures across office operations.
• Oversee travel policy compliance and manage relationships with travel providers to support efficiency and cost control.
• Support Operations with electronic filing, system entries, quality control and data integrity activities.
• Manage visitor reception, office access passes and related front-of-house support.
• Assist new employees with start-up tasks, introductions and local onboarding arrangements.
• Support meeting administration, including minute-taking, meeting room booking and ad-hoc reports or presentations as required.
• Manage and organize complex executive calendars and scheduling. Plan and coordinate comprehensive domestic and international travel arrangements.
• Help drive forward good Conduct for the business to deliver the best outcomes for customers / policyholders.

Knowledge and Skills

• Minimum of 3 years of experience in office management, facilities or operations roles.
• Ability to think ahead and act on own initiative.
• Good communication skills; team player, highly motivated and reliable.
• Basic knowledge of Microsoft Office and/or similar IT applications.
• Basic understanding of insurance and/or banking business.
• Result-oriented approach, including ability to seek information and maintain a concern for quality.
• Solid understanding of Health & Safety regulations.
• Excellent communication skills in Spanish and English.
• Proactive, hands‑on and service-oriented mindset, with the ability to manage multiple priorities.

Diversity, Equity & Inclusion

At Munich Re, Diversity, Equity, and Inclusion foster innovation and resilience and enable us to act braver and better.

Embracing the power of DEI is at the core of who we are.

We recognise diversity can be multi-dimensional, intersectional, and complex, so we want to build a diverse workforce that includes a wide range of racial, ethnic, sexual, and gender identities; economic and geographic backgrounds; physical abilities; ages; life, school, and career experiences; and political, religious, and personal beliefs.

Additionally, we are committed to building an equitable and inclusive work environment where this diversity is celebrated, valued, and has equitable opportunities to succeed.

All candidates in consideration for any role can request a reasonable adjustment at any point in our recruitment process. You can request an adjustment by speaking to your Talent Acquisition contact.

Learning and innovating today, striving for sustainable societies and business tomorrow

At Munich Re Specialty – Global Markets our approach to ESG is underpinned by our desire to seize business opportunities and to nurture a stimulating and inclusive work environment.

Our ESG strategy aims to deliver holistic impacts across environmental, social and governance topics including supporting a number of local initiatives within our community and offering volunteering opportunities for colleagues.

Learn more about sustainability at Munich Re – choose your impact.

#BePresent #BeBold #BeCurious