Office Manager / Personal Assistant – Barcelona

COREcruitment; Barcelona; On-site; EUR 32,000 - 52,000; Full time

Job summary

Ruth Wagstaff Recruitment Ltd is seeking an experienced Office Manager / Personal Assistant to support a senior leadership team across Barcelona and Europe. You will manage complex calendars, coordinate international travel, and handle sensitive communications in English and Spanish within a dynamic, multi-office environment.

Based in the Barcelona studio, you will drive standardized administrative processes, oversee office operations, and liaise with vendors, IT, and HR across four European

Qualifications

• 3–5+ years of experience in a senior Office Management, Executive Assistant, or PA role.
• Proven ability to support multi-office or international teams across Europe.
• Fluency in English and Spanish (written and spoken).
• Advanced MS Office 365 skills; high-level administrative proficiency.

Responsibilities

• Manage executive calendars and schedule high-level international meetings across time zones.
• Coordinate domestic and international travel logistics, itineraries, and expense reports for leadership.
• Screen and draft confidential communications in English and Spanish.
• Organize cross-office leadership meetings, agendas, minutes, and follow-up actions.

Skills

Bilingual English/Spanish

Organizational skills

Cross-office coordination

Cultural intelligence

Tools

MS Office 365

Job description

Job Title: Office Manager / Personal Assistant
Location: Barcelona
Salary: € Competitive
Start date: ASAP

On behalf of a prestigious international procurement and interior design group specializing in world-class hospitality, commercial, and high-end residential developments we are recruiting an Office Manager / Personal Assistant.

Operating through four strategic offices across key European countries, our client delivers large-scale luxury projects, bespoke turnkey interiors, and complex cross-border procurement solutions.

To support their continued international growth, they are seeking a highly organized, proactive, and dynamic Office Manager & Personal Assistant. While based in the Barcelona studio, this key role carries a group-wide mandate, providing operational oversight, administrative coordination, and executive support across all four European locations.

In this pivotal dual-focused position, you will serve as the operational backbone of the group. While taking day-to-day responsibility for the Barcelona office, your scope extends across the entire European network—acting as the central hub connecting leadership, cross-border design teams, external suppliers, and international hospitality clients.

This is an exceptional opportunity for a senior administrative professional who thrives in a multi-office, international environment and enjoys driving operational consistency across borders.

Key Responsibilities:

• Manage complex executive calendars, scheduling high-level international meetings, site visits, and client presentations across time zones.
• Coordinate all domestic and international travel logistics, itineraries, accommodations, and expense reports for group leadership.
• Screen, prioritize, and handle confidential communications and draft high-level correspondence in English and Spanish.
• Organize cross-office leadership meetings, prepare agendas, record minutes, and track group-level follow-up action items.

• Manage day-to-day operations for the Barcelona office, maintaining a beautifully presented, functional, and efficient boutique studio space.
• Act as the central operational link between all four European offices, driving standardized administrative procedures, workflow consistency, and group communication.
• Manage local vendor relationships, facility maintenance, IT infrastructure support, and office supply procurement for the Barcelona studio while assisting group-wide admin logistics.
• Oversee international courier services, sample library management, and freight forwarding across European locations.

• Provide high-level administrative support to international procurement teams and project managers across European sites.
• Track group purchase orders, log supplier invoices, maintain master project schedules, and assist with customs/logistics documentation.
• Maintain clean, centralized supplier, client, and project databases within the group’s ERP/CRM platforms.

• Process monthly office expense reports, credit card reconciliations, and petty cash logs for internal accounting teams.
• Liaise with external Spanish gestoría / accounting partners regarding local invoicing, payroll data, and compliance, while coordinating with financial counterparts in other European offices.
• Support group-wide administrative HR tasks, including onboarding new team members across offices, time-tracking oversight, and organizing cross-office team events.

Key requirements:

• Experience: 3–5+ years of experience in a senior Office Management, Executive Assistant, or PA role
• Scope Experience: Proven track record of supporting multi-office or international teams across Europe.
• Languages: Bilingual fluency in English and Spanish (written and spoken) is required. Other languages are a plus.
• Tech Proficiency: Advanced skills in MS Office 365
• Soft Skills: Outstanding organizational skills, cultural intelligence, adaptability, and the confidence to manage operations across multiple countries.

Job Title: Office Manager / Personal Assistant.
Location: Barcelona
Salary: € Competitive
Start date: ASAP

Job Tenure: Contract