Administrative Specialist & Office Manager
Lexidy, Madrid, Community of Madrid, Spain
Lexidy is a Legal Tech Boutique that helps expats and entrepreneurs establish and expand their businesses in Europe. With a dynamic, digitally focused culture, we provide 360‑degree assistance for our clients’ most important milestones.
Responsibilities
* Assist the Legal team with various processes, including:
o Organize and manage office supplies, equipment, and workspaces
o Maintain a clean, organized, and functional office environment
o Coordinate events and conferences
o Answer phone calls and redirect or handle inquiries as needed
o Organize and update filing systems, both digital and physical
o Provide basic IT support, such as troubleshooting office equipment and software
* Assist with post‑approval processes, including registration and obtaining the TIE
* Prepare and file immigration forms on various platforms (REC, Mercurio, UGE)
* Schedule appointments with public bodies (Town Halls, Notaries, etc.)
* Assist attorneys in drafting legal documents such as powers of attorney and appeals
* Support clients during in‑person appointments, acting as an interpreter when needed
* Handle phone inquiries related to immigration matters
* Assist in nationality processes by obtaining documentation from civil registries and courts in Spain
* Request certifications electronically (e.g., property ownership and encumbrance certificates)
* Coordinate with partners for client services (translations, insurance, etc.)
* Manage daily administrative tasks related to the department
* Communicate with public authorities in Spain (Town Halls, Notaries, Police stations, etc.)
* Execute simple immigration procedures and solve day‑to‑day queries
* Support clients with bureaucratic processes, such as obtaining NIEs and opening bank accounts
* Manage and deliver documentation
* Assist attorneys with legal research
* Provide back‑office support
Benefits
* An open‑minded and collaborative organizational culture of enthusiastic lawyers
* Informal, entrepreneurial and flexible atmosphere in our offices
* Free coffee, drinks and healthy snacks
* A Career Development Plan conducted every six months and focused on you
* A network of coaches and mentors to boost your leadership skills and personal development
* Access to learning and development platforms
* Flexible working with remote options
* Corporate Erasmus opportunities within our offices across Europe
* Accountability and autonomy in ways of working
* Growth opportunities, both locally and globally
* Diversity: no day is the same and there is never a dull moment
Qualifications
* Previous experience in an administrative legal role
* Previous experience as Office Manager or Back‑Office tasks
* A collaborative, flexible, and positive can‑do attitude—always willing to learn and help the team work well together
* Passion, energy, and commitment
* Fluent in English and Spanish (C1/C2). Other languages are definitely a plus!
* Excited about and curious for digital tools, process automation and innovation
* A natural tendency to share knowledge with colleagues—communicating ideas clearly and ensuring everyone understands
* A client‑centric approach; you genuinely care about the people you help and go out of your way to serve the business
* You enjoy solving problems. You love tackling complex challenges and finding creative solutions
* You are motivated and driven, voluntarily participating in new challenges without waiting to be asked
Desired Experience
* Entrepreneurial mindset: lexidy is expanding and we need your business ideas to keep crossing borders
* Experience in a hyper‑growth stage startup
* Experience with digital tools such as HubSpot
* Project management skills, including planning, prioritizing work and meeting deadlines
We look after our employees by creating a professional and personal development space. All employees are encouraged to be free thinkers and suggest solutions that could benefit the company. We believe that a warm and friendly work environment helps promote a general sense of peace of mind, which is essential to our client’s satisfaction. Lastly, at Lexidy, ties are banned, and it is mandatory to have fun!
At Lexidy inclusion and diversity are essential. We encourage people from all ethnic groups, genders, sexualities, ages and abilities to apply. We want to hear from you!
Join an exciting challenge! Apply now.
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