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 are based overseas. They will hav

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