Bilingual Executive Assistant and Office Coordinator - Madrid, España - Victoria Selection & Search

Victoria Selection & Search

Empresa verificada

Madrid, España

hace 3 semanas

Publicado por:

Isabel García

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Descripción

Tech firm, Madrid:

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 doublechecking 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
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)

Location - Madrid

Salary - Dependent on experience + Discretionary bonus

Timetable - Full time

Hybrid work set up

Incorporation - Q1/Q2 2024