Our client, a fast-growing tech firm, is currently looking for a forward-thinking Bilingual Executive Assistant and Office Coordinator to join their Madrid based team for a maternity cover. Responsibilities will be wide reaching, however will broadly involve: Office Coordination (50% of workload) * Legal: Constant liaison with lawyers and acting as the key point of contact * Finance: Coordination of local accounting and invoicing. Managing local bank accounts, bank reconciliation, invoice follow up, making payments and liaison with outsourced accounting firms. Assisting the founder with relevant declarations. * Office purchases according to budget * Compliance: Ensuring firm adheres to European data protection regulation * Facilities & supplies: point of contact for building, cleaning, insurance, etc. * Health & Safety: Ensuring office is compliant * IT: Sourcing & providing local equipment for Spanish team Executive Assistant (50% of workload) * Agenda management for two partners: anticipate schedule conflicts and prioritise with business interests in mind.



Scheduling video calls across time zones * Processing Partners’ voice notes into action items * Act as key contact with clients, providing constant follow up to ensure items actioned * Travel management for partners (fully taking preferences into account and double-checking details) * Preparing and reviewing documentation and contracts for signature (In English) * Project management: manage projects simultaneously, oversee timelines/deadlines and follow up to ensure completion * Inbox management: Screening, filing, and prioritising emails and calls * Preparing presentations, proposals and letters * Ensure all administrative tasks are seen to: expenses, reconciliation of credit card statements and proper filing of legal documentation * Ensuring databases are kept up to date * Ad hoc tasks as required (occasional personal tasks) Candidates must have a bilingual level of English/Spanish as a large volume of clients

📌 Bilingual Executive Assistant and Office Coordinator (Comunidad de Madrid)
🏢 Victoria Selection Search
📍 Comunidad de Madrid