Our client, a leading investment firm, is looking for a Bilingual (English speaking) Office Manager and Executive Assistant to support their office in Madrid.

The responsibilities for this role include:

Office Management (85%):

- Oversee daily office operations to ensure office upkeep and a smooth and efficient workplace
- Manage service providers & build trusted relationships (e.g. cleaning, outsourced administration firm (gestoríia), stationery, building services), including invoices and payments
- Coordinate office maintenance, facilities and supplies according to budget
- Oversee IT coordination (hardware/software setup, troubleshooting, onboarding)
- Maintain document management systems, including archiving and database administration
- Occupational Health & Safety: Ensure office is compliant with EU and Spanish regulation
- When needed, help welcoming visitors and representing the firm professionally

Executive Assistance (15%):

- Manage diaries with frequently changing requirements (general time zones). Anticipate and manage schedule conflicts, rescheduling calendars according to strategic priorities
- Prepare documentation and correspondence (reports, decks, NDAs) in appropriate formats and using suitable language
- Credit card reconciliation and management of team expenses
- Handle sensitive information with absolute discretion
- Manage one-off initiatives and ad-hoc projects as required

The chosen candidate will be bilingual in Spanish and English and ideally hold a University degree.



5+ years proven experience in an Office Management or Executive Assistant role (ideally in financial services or strategic consulting) required. Strong knowledge of Tech and applications (Microsoft 365, Zoom, Slack, Teams and AI platforms) essential for this position.

Given that this is a newly created role, the successful candidate will demonstrate strong ownership, sound judgement and a proactive, solutions oriented approach. This position requires flexibility, resilience and the ability to manage operational responsibilities for this smaller, but hardworking team.

Location - Madrid, Barrio Salamanca

Salary - €40,000-€45,000 Depending on experience

Timetable - Monday - Thursday. Friday

Hybrid schedule, 1 day WFH possible

Contract - Permanent

Incorporation - Immediate

Candidates are kindly requested to refrain from applying to multiple job postings. Applicants will automatically be considered for other open roles should their qualifications and experience closely align.

VSS is a recruitment firm committed to merit-based selection and non-discrimination under Spanish and EU law.

This job description is protected under intellectual property law and may not be reproduced, distributed or used externally without prior written consent.





Victoria Selection & Search will process all personal data received during the recruitment process in strict confidence and solely for the purpose of assessing the suitability of candidates for the advertised position. Data may be retained for the duration of the process and, where appropriate, for future professional opportunities of a similar nature, unless the candidate requests its deletion.

All information shared throughout the selection process will be handled with the utmost confidentiality by both Victoria Selection & Search and the end client.

By submitting an application, the candidate consents to the processing of their data for the purposes described above and confirms that all information provided is true and up to date.

Victoria Selection & Search tratará los datos personales recibidos durante el proceso de selección con la máxima confidencialidad y exclusivamente para evaluar la idoneidad de las candidaturas en relación con el puesto ofertado. Los datos podrán conservarse mientras dure el proceso y, en su caso, para futuras oportunidades profesionales similares, salvo que la persona candidata solicite su supresión.

Toda la información intercambiada durante el proceso será gestionada con estricta confidencialidad tanto por Victoria Selection & Search como por el cliente final.

Al enviar su candidatura, la persona interesada consiente el tratamiento de sus datos con los fines descritos y declara que la información proporcionada es veraz y actualizada.

📌 Bilingual Office Manager and Executive Assistant (Madrid)
🏢 Talent
📍 Madrid