Office Manager & Executive Assistant

Munich Re Group; Madrid; On-site; EUR 28,000 - 38,000; Full time

Job summary

Munich Re Specialty - Global Markets in Madrid seeks an Office Manager to ensure smooth operation of the Madrid office on a full-time basis, reporting to the Branch Manager. You will coordinate facilities, services, procurement, ESG initiatives, travel, health and safety, IT coordination, and front-of-house support.

The role requires a proactive, service-oriented mindset, strong communication in Spanish and English, and at least 3 years in office management or operations, with a focus on cost

Qualifications

• Minimum 3 years of experience in office management, facilities or operations.
• Strong communication skills in Spanish and English.
• Proactive, service-oriented mindset with ability to manage multiple priorities.

Responsibilities

• Oversee all aspects of office management including facilities maintenance and space planning.
• Coordinate procurement, supplier relationships, and travel arrangements.
• Lead health, safety and environmental initiatives and ensure regulatory compliance.
• Coordinate IT needs with global IT teams and act as local IT contact.
• Support onboarding, calendar management, front-of-house and visitor reception.

Skills

Office management

Facilities management

Procurement

Health & Safety

IT coordination

Spanish language

English language

MS Office

Tools

MS Office

Job description

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.

If you are excited about this role but your experience does not align perfectly with everything outlined, or you don’t meet every requirement, we encourage you to apply anyway. You might just be the candidate we are looking for!

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