Our client, a fast-growing sports tech firm, is currently looking for a forward-thinking Bilingual Executive Assistant and Office Coordinator to join their Madrid based team. 

Responsibilities will be wide reaching, however will broadly involve: 

Office Coordination (50% of workload)

• Legal: Constant liaison with lawyers and acting as the key point of contact
• Finance: Coordination of local accounting and invoicing. Managing local bank accounts, bank reconciliation, invoice follow up, making payments and liaison with outsourced accounting firms. Assisting the founder with relevant declarations. Office purchases according to budget 
• Compliance: Ensuring firm adheres to European data protection regulation 
• Facilities & supplies: point of contact for building, cleaning, insurance, etc. 
• Health & Safety: Ensuring office is compliant 
• IT: Sourcing & providing local equipment for Spanish team

Executive Assistant (50% of workload)

• Agenda management for two partners: anticipate schedule conflicts and prioritise with business interests in mind. Scheduling video calls across time zones 
• Processing Partners’ voice notes into action items 
• Act as key contact with clients, providing constant follow up to ensure items actioned  
• Travel management for partners (fully taking preferences into account and double-checking details) 
• Preparing and reviewing documentation and contracts for signature (In English) 
• Project management: manage projects simultaneously, oversee timelines/deadlines and follow up to ensure completion 
• Inbox management: Screening, filing, and prioritising emails and calls
• Preparing presentations, proposals and letters 
• Ensure all administrative tasks are seen to: expenses, reconciliation of credit card statements and proper filing of legal documentation 
• Ensuring databases are kept up to date
• Ad hoc tasks as required (very occasional personal tasks) 

Candidates must have a bilingual level of English/Spanish as a large volume of clients are based overseas. They will have previous experience as an Executive Assistant or Office Manager, ideally in a fast growth environment. A solid grasp of Tech and Applications is required (Mac, Microsoft 365, VC Software, Slack, etc.). This person will ideally be an early adopter who enjoys learning new skills. 

The ideal candidate will be energetic, responsible and reliable. They will be agile, numerate and able to think out of the box to be able to propose/provide solutions quickly. They will pay exceptional attention to detail and enjoy working in a small team with exposure to fast moving, global projects. 

Location – Madrid

Salary – Dependent on experience + Discretionary bonus

Timetable – Full time 

Hybrid work set up

Incorporation – Q1/Q2 2024 

Contract – Permanent (subject to trial period)

If you are interested in this role, send a copy of your English CV to info@victoriaselection.es quoting Reference 694.