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 clie

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