ADEPA is an independent and Global leading provider of specialized asset services. Since 1980, ADEPA develops tailor-made solutions to asset managers operating around the world. Headquartered in Luxembourg, the Group is as well present and serves clients in Italy, Spain and Chile. For more than 40 years, ADEPA has earned distinction for entrepreneurial approach, service innovation and unique client focus.

Due to our continuous growth, we are creating a new position of:

We are looking for a proactive, organized, and people-oriented Secretariat & HR Assistant to support our Madrid office and contribute to the smooth running of both administrative and HR operations. This role is ideal for someone who enjoys working in a dynamic international environment, managing multiple priorities, and providing high-quality support to employees and management.

Main Responsibilities

Office Administration & Secretariat

- Manage incoming calls, emails, and correspondence with professionalism and discretion.
- Schedule appointments, coordinate meetings, and manage calendars.
- Prepare documents, reports, presentations, and internal communications.
- Support daily office operations and ensure an efficient working environment.
- Organize travel arrangements, accommodation, and related logistics.
- Coordinate facilities management activities, including office maintenance and workplace health and safety requirements.
- Welcome visitors, candidates, and new employees, providing front-desk support when needed.
- Coordinate office supplies, purchases, and relationships with external vendors and service providers.




- Assist in the organization of internal meetings, company events, and team activities.
- Maintain office records and ensure administrative documentation is up to date.

Human Resources Support

- Support the HR team in recruitment processes, including interview scheduling and candidate communication.
- Assist with onboarding and offboarding processes, ensuring a positive employee experience.
- Maintain and update employee records and HR systems, ensuring data accuracy and confidentiality.
- Support training and development initiatives, including coordination of internal and external training sessions.
- Prepare HR-related documentation, such as employment certificates, contracts, and internal communications.
- Assist with employee engagement and employer branding activities.
- Support HR projects and other administrative tasks related to the employee lifecycle.
- Collaborate in HR reporting and the preparation of HR metrics and statistics.

The Ideal Profile

- Highly organized with excellent planning and time-management skills.
- Strong communication skills, both written and verbal.
- Service-oriented mindset with the ability to build positive relationships at all levels of the organization.




- Problem-solving skills with a proactive, adaptable and continuous-improvement mindset.
- Ability to work independently while managing multiple priorities and deadlines.
- High level of discretion and professionalism when handling confidential information.
- Attention to detail and commitment to accuracy.
- Team player with a positive attitude and strong interpersonal skills.
- Availability for occasional business travel if required.

Experience & Knowledge

- Previous experience in an administrative, executive assistant, office management, or HR support role.
- Experience supporting senior leadership and/or international teams is highly valued.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Experience working with HRIS platforms and maintaining employee data.
- Experience preparing reports, presentations, and confidential documentation.
- Understanding of HR administrative processes and employee lifecycle activities.
- Fluent English and Spanish (written and spoken).
- Additional languages will be considered an advantage.

What We Offer

- Opportunity to join an international and growing company.
- Collaborative and people-focused work environment.
- Exposure to both administrative and HR functions, allowing for broad professional growth.

Want to join a growing Entrepreneurial, Intercultural, International and Independent

You identify yourself in this diversified role description?

We are waiting for your application!

Please send your CV to

#J-18808-Ljbffr

📌 Corporate Secretary (Madrid)
🏢 Adepa Global Services
📍 Madrid