Our client, a general investment firm, is currently looking to cover a parental leave for an Office Manager & Sales Support position, to coordinate the Madrid office while supporting the sales team.

Responsibilities (among others) will include:

- Proactively manage and maintain the agenda of Sales team by scheduling meetings, conference calls, vacations.
- Organising point-to-point international travel arrangements (flights, car transfers, visas, passports, apartments, hotels) for trips and roadshows.
- Act as first point of contact for the firm and as the "go to" person for administrative needs in the Madrid office.
- Support sales team filling in CRM database with relevant information.
- Database feeding and contact updates in CRM, auditing distribution lists, data entry of sales minutes and opportunities, creating requests and cases for support teams: client servicing, legal, marketing, IT, etc.
- General office space upkeep, ordering supplies and catering for the office, liaise with suppliers, establish relationships and follow up (landlord, security, health and safety, insurance, building maintenance).
- Management and control of the marketing and T&E; budget.
- Collect and approve/sign off invoices for payment by international finance team, as well as timesheets and reconciliation of partner expenses/credit card charges.
- Coordination with the Events team (regarding venues, format, contract reviews, marketing decor, and merchandising) and follow-up with media: FundsPeople, FundSociety, Rankia, Finect, Allfunds.




- Coordination of roadshows with affiliates, the Events team, and Compliance.
- Coordination with the Marketing team: translation of commercial and marketing materials; invitations and client mailings, and event follow-up.
- Coordination with the Press team and PR agency.
- Coordination and follow-up of Due Diligence.
- Contract tracking and signature coordination (Inversis, Allfunds, and media).
- Onboarding new sub-distributors (Allfunds and Inversis): receiving requests from AFB, requesting from KPMG Lux, and confirming back to AFB.
- Creating requests in CLM: new accounts, sub-distributor requests, and contract amendments.
- SEPBLAC and CNMV reporting.
- Quarterly distribution of fee reports to clients (Inversis, BBVA, Allfunds, Novo Banco, Abanca).
- Uploading and coordinating fund comparisons with the Solutions team.

Candidates must be comfortable working in English and Spanish, dominate the Microsoft Office package and relevant software (Zoom, etc.), hold a credible University degree and have ideally 5 years' previous experience in an Office Management role.

The ideal candidate will be resourceful, approachable and comfortable supporting a busy team. They will be able to manage various responsibilities simultaneously and know how to prioritise accordingly, meeting the office and team's needs.

Salary – Dependant on experience, circa €40,000–50,000

Timetable – 9.00 – 19.00 (Fridays until 15.00)

Contract – Temporary (Parental leave)

Incorporation – Immediate

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📌 Bilingual Office Manager & Sales Support (Madrid)
🏢 Victoria Selection & Search
📍 Madrid