Description
We are looking for an organised, proactive and service-oriented professional to join our Madrid team as Office Manager & Personal Assistant. You will ensure smooth office operations and provide trusted, proactive support to two senior executives, helping them manage their priorities and commitments.
Role Responsibilities
- Providing trusted PA support to two senior executives, proactively managing busy diaries, priorities, appointments and scheduling conflicts;
- Organising senior-level meetings, anticipating preparation needs, coordinating agendas and materials, and following up on key actions when required;
- Acting as a professional point of contact for the executives, handling requests and correspondence with sound judgement and discretion;
- Anticipating deadlines, upcoming commitments and potential issues, taking initiative to resolve administrative and scheduling challenges;
- Coordinating domestic and international travel for the two executives, including itineraries, accommodation and last-minute changes;
- Preparing presentations and management materials, managing executive expenses and approvals, and liaising with senior stakeholders;
- Managing daily office operations and reception in Madrid, welcoming visitors, supporting employees and ensuring a professional environment;
- Coordinating administrative and facilities-related needs of the Barcelona office with local colleagues and service providers;
- Managing suppliers, office supplies, maintenance, deliveries, invoices and other office-related requests;
- Organising internal meetings and events, working with HR, Finance and IT, and suggesting improvements to office processes.
Key Requirements
- University degree or vocational training in Business Administration, Hospitality, Tourism or a related area;
- Ideally 2–4 years of experience in office management, reception, personal assistance or administrative roles;
- Fluent Spanish and English, both written and spoken, is essential;
- Strong command of Microsoft Office, particularly Outlook, Word, Excel and PowerPoint;
- Excellent organisational skills, attention to detail and ability to prioritise competing requests;
- Proactive, discreet, resourceful and service-oriented, with strong interpersonal skills;
- Comfortable working on-site in Madrid and collaborating in an international environment.
What do we offer in return? A career that you define. Of course, we offer a competitive range of rewards and benefits to support you, but we know you expect all that. What you might not expect is a job where everyone has a voice, where volunteering in the community is part of the day job, and where everyone is encouraged to play a part towards our sustainability goals.