Our client, a top tier international Asset Management firm, is currently looking for an Office Manager & Executive Assistant to support their Madrid office and senior partners.Office / Facilities & Workplace ManagementComplete ownership of the workplace management and administration of the Madrid office, ensuring its smooth running and acting as the key point of contact with global headquartersAct as the "go to" person and first point of contact for administrative needs in the Madrid officeLiaise with providers/suppliers (landlord, security, health and safety, catering, insurance, cleaning, building maintenance), ensuring compliance with local policies and global guidelinesOversee office premises, conduct regular walkthroughs and coordinate health and safety requirements, occupational risk prevention and data protection complianceLiaise with global IT to ensure all local technology needs are met (equipment, software, maintenance)Manage office supplies, catering, incoming calls and mail, and collaborate with other international offices as requiredExecutive Assistant SupportProactively manage complex agendas for senior partners, scheduling meetings and calls across multiple time zonesOrganising point-to-point international travel arrangements (flights, car transfers, visas, passports, apartments, hotels)Act as first point of contact for senior executives, maintaining relationships with clients and key stakeholdersManage confidential documentation (including NDAs), expense submissions and contact databasesCollaborate with Executive Assistants and Office Managers globally on cross office initiativesFinance & Budget ManagementManage the local office budget, monitor spend and support annual forecastingReview and approve invoices, liaise with global finance to ensure timely paymentsOversee expense reports and credit card reconciliationsAct as point of contact for local finance, payroll, audit and tax-related matters
Compruebe que cumple con los requisitos de habilidades para este puesto, así como con la experiencia asociada, y luego envíe su CV a continuación.
It is essential that the chosen candidate is completely bilingual in English and Spanish and has extensive experience supporting senior management within the financial services sector. Candidates must also have at least 6-8 years' experience as an Office Manager and/or Executive Assistant in a fast-paced and international environment, ideally within Asset Management, Private Equity, Investment Banking or wider Financial Services. A solid grasp of standard Tech and applications (Office (Excel), Mac, Google Workspace, Outlook, Zoom, Slack, CRM software etc.) A strong understanding of office finances and local compliance is required.
They will enjoy being a focal point within the office, taking ownership of multiple responsibilities simultaneously and prioritising effectively to meet business needs.
This role is predominantly office based. Timetable - Monday-Thursday, FridayContract - PermanentIncorporation - Immediate, Q1 2026
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