Administrative Specialist & Office Manager
Lexidy Madrid, Community of Madrid, Spain
Only CVs in English will be considered. Thank you-
We are looking for outliers, wired differently from the traditional law firm mindset! Are you the type of employee who thinks outside the box but feels confined in conventional law firms? Do you want to work in a fast-growing, disruptive, startup mindset environment? Then, continue reading. This is your opportunity.
At Lexidy, we work with passion and purpose! We help expats and entrepreneurs do business and make investments in Europe. We serve them by providing 360-degree assistance for the most important milestones in their lives.
We are a Legal Tech Boutique that's wired differently to simplify our customers' lives. We are sharp, digitally focused and dynamic.
Location: Madrid office- Spain
The Team
You will be part of the Immigration Department, reporting to the Team Lead of Immigration Paralegals Spain and also giving support to other areas as Office Manager. You are going to deal with all international mobility related issues. As a multifaceted team, our experts can respond to multiple different types of questions.
Assist the Legal team with various processes, including:
Organize and manage office supplies, equipment, and workspaces.
Maintain a clean, organized, and functional office environment.
Coordinate events and conferences.
Answer phone calls redirecting or handling inquiries as needed.
Organize and update filing systems, both digital and physical.
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.
What's in it for you?
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: takes place every six months and is focused solely 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 around Europe
Accountability is one of our favorite words. We strive for autonomous and independent ways of working
Growth opportunities, both locally and globally
Diversity: no day is the same and there is never a dull moment
You have:
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 steer the team to work well together. Let's get the job done!
Passion, energy, and commitment
Fluent in English and Spanish (C1/C2). Other languages are definitely a plus!
Excited about and curiosity for digital tools, process automation and innovation
A natural tendency to share knowledge with your colleagues. You will communicate ideas clearly and ensure everyone understands
A client-centric approach. You are a true partner and someone that genuinely cares about the people you help. You go out of your way to give them what they need to serve the business
You enjoy solving problems. You love taking on complex challenges and finding creative solutions
You are motivated and driven. Voluntarily participate in new challenges without waiting to be asked
And this would be awesome:
Entrepreneurial mindset: Lexidy is expanding. We need your business ideas to continue to cross 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 to promote a general sense of peace of mind of which our clients' satisfaction depends. 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, sexuality, age, and abilities to apply. We want to hear from you!
Join an exciting challenge! Apply now
Seniority level
Associate
Employment type
Full-time
Job function
Customer Service, Administrative, and Legal
Industries
Legal Services, Business Consulting and Services, and Accounting
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