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.

Office Coordination (50% of workload)
Legal: Constant liaison with lawyers and acting as the key point of contact
Coordination of local accounting and invoicing. Managing local bank accounts, bank reconciliation, invoice follow up, making payments and liaison with outsourced accounting firms. Office purchases according to budget
Compliance: Ensuring firm adheres to European data protection regulation
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
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: 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
Candidates must have a bilingual level of English/Spanish as a large volume of clients are based overseas. They will have previous experience as an Executive Assistant or Office Manager, ideally in a fast growth environment. A solid grasp of Tech and Applications is required (Mac, Microsoft 365, VC Software, Slack, etc.). They will be agile, numerate and able to think out of the box to be able to propose/provide solutions quickly. They will pay exceptional attention to detail and enjoy working in a small team with exposure to fast moving, integral projects.

Salary – €27,000 annually (to be pro-rated over length of contract)
Hybrid

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