Office Manager & PA

Howden UK Brokers; Madrid; On-site; EUR 40,000 - 54,000; Full time

Job summary

DUAL in Madrid, part of Howden, seeks an organised Office Manager and Personal Assistant to support two senior executives. The role is on-site in Madrid, full-time, with responsibilities spanning diary management, travel, meetings, and coordinating office operations across Madrid and Barcelona.

You will be the trusted point of contact, organise internal meetings, prepare materials, manage expenses, and ensure a professional, efficient office environment in an international team.

Qualifications

• University degree or related vocational training in business, hospitality, or tourism.
• 2–4 years in office management, reception, PA, or admin roles.
• Fluent in Spanish and English, both written and spoken.
• Strong MS Office skills.

Responsibilities

• Provide PA support to two senior executives, manage diaries and appointments.
• Organise senior-level meetings, agendas, materials, and follow-ups.
• Act as discreet contact for executives handling requests.
• Anticipate deadlines and scheduling challenges; resolve issues.
• Coordinate domestic and international travel for the executives.
• Prepare presentations and manage expenses and approvals.
• Manage Madrid office operations and reception.
• Coordinate Barcelona office admin and facilities with local teams.
• Manage office suppliers, supplies, maintenance and deliveries.
• Organise internal meetings/events with HR, Finance and IT.

Skills

Fluent English

Fluent Spanish

Microsoft Office

Diary management

Communication

Education

University degree or related vocational training (Business Admin / Hospitality / Tourism)

Tools

Outlook

Excel

PowerPoint

Job description

About DUAL

Working across 21 countries, DUAL has built a reputation as a specialist underwriting group and the market of choice for insurance intermediaries around the world. That's how we have become one of the world's largest international underwriting agencies (or MGAs) with US$3.4bn GWP.

DUAL is part of Howden, a leading global insurance group with employee ownership at its heart. Founded in 1994, it provides insurance, reinsurance and underwriting services to clients ranging from private individuals to the largest multinational companies. The Group operates in 57 countries, employs over 24,000 people and manages premiums totalling US$50bn on behalf of its clients.

Office Manager and Personal Assistant

• We are looking for a proactive and organised professional to support our Madrid office and senior management.
• An opportunity to join a dynamic, international team across Spain
• Full‑time, permanent position, on‑site in Madrid.

Role overview

We are looking for an organised, proactive and service-oriented professional to join our Madrid team. As Office Manager & Personal Assistant, you will ensure smooth office operations and provide trusted, proactive support to two senior executives, helping them manage their priorities and commitments.

You will manage reception in Madrid, coordinate selected needs of our Barcelona office and work closely with colleagues across departments and countries.

Role responsibilities

• Providing trusted PA support to two senior executives, proactively managing busy diaries, priorities, appointments and scheduling conflicts;
• Organising senior-level meetings, anticipating preparation needs, coordinating agendas and materials, and following up on key actions when required;
• Acting as a professional point of contact for the executives, handling requests and correspondence with sound judgement and discretion;
• Anticipating deadlines, upcoming commitments and potential issues, taking initiative to resolve administrative and scheduling challenges;
• Coordinating domestic and international travel for the two executives, including itineraries, accommodation and last-minute changes;
• Preparing presentations and management materials, managing executive expenses and approvals, and liaising with senior stakeholders;
• Managing daily office operations and reception in Madrid, welcoming visitors, supporting employees and ensuring a professional environment;
• Coordinating administrative and facilities-related needs of the Barcelona office with local colleagues and service providers;
• Managing suppliers, office supplies, maintenance, deliveries, invoices and other office-related requests; and
• Organising internal meetings and events, working with HR, Finance and IT, and suggesting improvements to office processes.

Key requirements

• University degree or vocational training in Business Administration, Hospitality, Tourism or a related area;
• Ideally 2-4 years of experience in office management, reception, personal assistance or administrative roles;
• Fluent Spanish and English, both written and spoken, is essential;
• Strong command of Microsoft Office, particularly Outlook, Word, Excel and PowerPoint;
• Excellent organisational skills, attention to detail and ability to prioritise competing requests;
• Proactive, discreet, resourceful and service-oriented, with strong interpersonal skills;
• Comfortable working on‑site in Madrid and collaborating in an international environment.

What do we offer in return?

A career that you define.

Of course, we offer a competitive range of rewards and benefits to support you, but we know you expect all that.

What you might not expect is a job where everyone has a voice, where volunteering in the community is part of the day job, and where everyone is encouraged to play a part towards our sustainability goals. We want people who want to make a difference - not just in the workplace, but in the industry and in the wider community.

Our culture: people first

Our core values dictate how we live and work. We're a group with independence and people at its heart - and a home for talent with a unique culture: the biggest small company in the world.

Being a people-first business has always been central to who we are. Our vision was to create an independent organisation with a distinctive culture that would survive and thrive through the people who shape it. Finding the most talented and entrepreneurial individuals to join the group has been, and will continue to be, key to our success.

Diversity and inclusion

At DUAL, our people are our greatest strength. We are committed to building an open and inclusive culture where everyone feels trusted and that they belong. We work to ensure all candidates, employees, clients and business partners are treated with fairness and respect.

We want every candidate to be able to bring their best to the recruitment process, so if you require reasonable accommodation at any stage, please let us know and we will work with you to provide ap