Executive Assistant & Office Coordinator Contract Type: Permanent, full time ICG is a successful global FTSE 100 listed investment company that supports companies in the long term and enables growth. In March ****, we opened our Madrid office, an important step for our presence in the Iberia and Spanish-speaking region. Since then, we have been continuously growing our business: our Spanish team has grown to 10 and is getting bigger with two additional Managing Directors due on board in the coming months. This role is therefore being hired to support this business growth and will be working closely with our trusted and highly respected Office Manager who has over two decades tenure. Located in the heart of Serrano, our office offers a modern, bright, and professional working environment. As part of the Operations team, you will work closely with the Office Manager to ensure the office runs efficiently and remains a welcoming space for employees and visitors alike. From coordinating office activities to supporting colleagues with day-to-day requirements, you will make a valuable contribution to the smooth functioning of the business and help our investment teams focus on their core responsibilities. The position offers broad exposure across executive support, office management and business operations, providing valuable insight into the financial services industry. Working closely with our experienced Office Manager and senior investment professionals, you will be central to the smooth running of the Madrid office. You will provide a combination of executive, administrative and reception support to the Madrid-based team and visiting colleagues and clients. In addition, you will become part of ICG's general Executive Assistant community of more than 45 professionals across Europe,



the Middle East, North America and Asia-Pacific, offering opportunities to collaborate internationally and contribute to wider business initiatives. The position will report to our Head of Spain and will be fully office-based, Monday to Friday. Our normal office hours run from 9 a.m. Candidates should have the ability to flex these hours as reasonably needed to support out of office meetings. Greet & welcome guests upon arrival at the office with enthusiasm andprofessionalism. Maintaintidy and presentable reception area, send and distribute mail/packages/couriers. Manage catering orders, meeting rooms and office supplies (inc. Coordinate with building management and external vendors to resolve office maintenance issues and oversee any office improvement or refurbishment projects. Arrange complex domestic and international travel, including flights, accommodation, itineraries and expense management. Prepare and manage professional correspondence and communications in both English and Spanish as required. System and data management support including updating the HR system with absence and holidays, updating contacts and system filing Provide back-up online coverage/support to administrative team across EMEA region asneeded. Assistwith ad-hoc administrative duties/projects, asneeded including those involving team or business events, space planning, facilities or human resources management.



Ensure office policies, internal procedures, and corporate compliance are followed, updated, and effectively communicated Support aspects of space/infrastructure planning (e.g.moves, additions, changes to workstations) and provide answers, resources, andsolutions when requestedin liaison with IT specialists for systems and hardware issues Collaborate and liaise with Global Facilities Management, International Office Managers and Executive Assistants, Human Resources, Legal, Compliance, Technology and other Corporate Business Services, Client Relations and Investment teams Previous experience in providing office / front of house and administrative support to professionals. Experience supporting senior executives, including diary management, travel coordination and stakeholder engagement. Excellent interpersonal skills –communicates clearly and effectively at all levels in English and Spanish. Proficiency in Microsoft Office Suite including Outlook, Word, Excel and PowerPoint and relevant office management software. Quick to learn new processes and systems, with a proactive, solutions-oriented mindset and the ability to deliver high-quality work in a fast-paced environment. Willing to go the extra mile to ensure smooth office operations and executive support. Self-driven with a proactive approach to problem-solving and improving office procedures. Prior experience within banking, financialservicesor commercial industry a plus Our Global Benefits Framework is centred around these 3 key attributes: By welcoming different perspectives, we strengthen ICG's performance, enrich decision-making and contribute to better outcomes for our clients, colleagues, and the markets we se

📌 EA & Office Coordinator (España)
🏢 Intermediate Capital Group (ICG)
📍 España