Our client, a leading firm in its sector, is seeking a Bilingual Executive Assistant & Office Manager to provide high-level administrative support to the director and ensure the smooth operation of their offices.
Responsibilities (among others) include:
Office Manager (60% of workload)
* Oversee equipment and facilities, ensuring smooth daily operations
* Act as the main point of contact for building management, cleaning services and insurance matters
* Booking and preparing meeting rooms for the team when needed
* Managing office and kitchen supplies (stationary, copier, etc.) and liaising with providers
* Organise company meetings, offsites and events, managing logistics and catering
* Ensuring all offices in Spain are up to regional management standards
* Greeting clients and visitors and ensuring they are looked after whilst at
* the office
* Acting as the first point of contact for the firm, managing the switchboard and directing calls appropriately
Executive Assistant (40% of workload)
* Agenda management for Director in the firm: coordinate schedules, anticipate conflicts and prioritise meetings
* Schedule meetings and liaise with clients, partners and internal teams
* Arrange travel, including flights, accommodations and itineraries for the whole team
* Screen, prioritise and manage emails and calls, ensuring timely responses and follow-ups
* Process expense reports, reconcile credit card statements and maintain financial records
* Handle sensitive business and personal tasks with discretion and professionalism
Candidates must be entirely bilingual in English/Spanish, Catalan a plus, have a University Degree and manage standard Tech with ease. Candidates should have previous experience as an Executive Assistant at least 3/4 years’ experience, ideally in an investment, consulting or legal environment.
The ideal candidate will be polite, proactive, resourceful and able to take initiative. They will report directly to HR.
Location – Barcelona. Office based role.
Salary – circa 30-40k€
Timetable – 09.00 – 18.00h (Fridays 9.00 - 16.00h) (Summer hours: July and August)
Contract – Permanent
Incorporation - Immediate