Office Manager/People Experience Specialist (Madrid)

Headway Inc; Madrid; Hybrid; EUR 42,000 - 64,000; Full time

Benefits offered by this job

Medical insurance

Corporate holidays

Professional development

Job summary

Headway Inc is seeking a People Experience Specialist in Madrid to oversee office operations, employee onboarding, and events. You will coordinate vendors and work closely with our PX and People Operations teams to enhance the Madrid office and employee experience.

The role requires experience in admin roles, event planning, and knowledge of the Spanish market. Fluency in Ukrainian (C1), Spanish (B2+), and English (B2+) is expected.

Qualifications

• Experience in office management, community, or admin roles.
• Experience coordinating events from concept to on-site execution.
• Knowledge of local vendors and Spanish business environment.
• Linguistic competence: Ukrainian C1, Spanish B2+, English B2+.

Responsibilities

• Manage Madrid office operations and liaise with service providers.
• Handle employee onboarding and office access for staff and guests.
• Organise internal events, teambuildings, and annual events with Kyiv office and vendors.
• Coordinate vendor relationships and expenses with Finance.
• Collaborate with PX, People Ops, HR, Communications, and Finance teams, update Office Manual.
• Perform other related PX tasks as needed.

Skills

Office management

Event coordination

Vendor coordination

Communication skills

Proactive problem solving

Job description

Headway Inc is a global tech company, revolutionizing lifelong learning by creating digital products for over 150 million users worldwide. Our mission is to help people grow. We’re proud to be ranked 4th among the World’s Top EdTech Companies by TIME magazine. We believe lifelong learning should be accessible, personalized, and impactful to each individual. That’s how we change the world and why we bring together exceptional minds.

The core of our achievements is our team. We believe in people and shared values SELECT. That’s why, together with Iryna Pupko our Head of People Infrastructure we’re looking for a People Experience Specialist in Madrid to join our team of superstars transforming the EdTech industry.

What team will you be a part of?

You’ll join an 8-person Admin team that covers everything from office operations to large-scale events – and you’ll be the one building that same foundation in Madrid.

This job is perfect for you if you:

• Want the opportunity to join a Ukrainian EdTech company creating socially impactful educational products for international markets.

• Want quickly and easily improve your skills by solving non-standard tasks.

• Seek personal growth alongside a community of talented professionals and enthusiasts who share your passion for the field.

• Appreciate the freedom to bring your ideas to life, unleash creativity, and explore innovative approaches to improving work processes and people experience in a team.

What will you do:

• Office Operations
  Ensure the full functionality of the Madrid office and liaise with WeWork on infrastructure and office services-related matters. Manage office purchases and daily supplies, while maintaining office design and well-being elements.

• Employee Experience
  Handle office access and onboarding for employees and guests. Organise internal events, teambuildings, and major annual events in coordination with the Kyiv office and external vendors.

• Vendor & Finance Coordination
  Manage existing vendor relationships, establish new ones as needed, record expenses, and coordinate invoicing with the Finance team.

• Internal Collaboration
  Work closely with the PX and People Operations teams and cross-functionally with HR, Communications, Finance, and other teams. Keep the Madrid Office Manual up to date.

• Additional Responsibilities
  Perform other related tasks and support PX initiatives as required by the role and evolving company needs.

What do you need to join us:

• Have a previous experience in office management/community/admin roles

• Experience in the full cycle of event organisation - from concept and vendor coordination to on-site execution, as the event coordinator or event manager assistant.

• Knowledge of Spanish business environment and work with local vendors, with a good understanding of local work culture and communication styles.

• Linguistic competence:

  • Ukrainian — C1

  • Spanish — B2+

  • English — B2+

• Structure in the approaches to work.

• Strong communication skills.

• Proactive problem-solving and attention to detail.

• Disposition to learn quickly and constantly learn new things.

• Alignment with the values of our team (SELECT).

What do we offer:

• Work within an ambitious team on a socially impactful education product.

• Access to our corporate knowledge base and professional communities.

• Personal development plan.

• Compensation for English language learning, external training, and courses.

• Medical insurance and full sick leave compensation.

• Corporate holidays: we go on a week-paid holiday to rest and recharge twice a year.

• Supporting initiatives that help Ukraine. Find out more about our projects here.

Working schedule

This is a full-time position with a hybrid/office option.