Bilingual Office Manager/personal Assistant - Madrid, España - Victoria Selection & Search

Victoria Selection & Search

Empresa verificada

Madrid, España

hace 3 días

Publicado por:

Isabel García

beBee Recruiter

Descripción

International Legal Practice, Madrid:

Our client, a reputable international law firm is looking for a Bilingual Office Manager/Personal Assistant to assist with the firm's set up in Spain (Madrid) and subsequently provide organisational, administrative, and legal secretarial support to the Partner and Associates.

Responsibilities (not limited to) include:
Office Management

Work with central business services to prepare the Madrid office for opening
Office moves/space planning: coordinating configuration and overseeing works with regard to fitout activities
Act as primary point of contact for operational services within the Madrid office
Facilities management: responsible for all aspects of facilities management including office cleaning, confidential waste, building maintenance, fire safety, security and access control
HR: Management of local HR including payroll updates, absence management and new joiner/leaver processes. Act as primary contact for local benefit providers and work in conjunction with international HR teams for both recruitment as well as HR issues such as performance, sickness, holidays etc.
Finance: Act as liaison for global finance team ensuring local billing, time recording, expenses and invoices are managed effectively
Suppliers: Responsibility for the procurement and management of local suppliers including building and facilities contracts, office supplies, taxis, couriers etc.
Health & Safety: Acting as Health and Safety officer for Madrid office. Ensuring office is compliant with relevant H&S regulations and acting as Fire Marshall
Front of House: Responsibility for management of Front of House. Responsibility for coordinating and managing client events hosted in the office.
Risk & Compliance: Providing support in relation to risk and compliance processes. Assisting new joiners with regulator registrations with the Madrid Bar Association
Operation: Assisting the Senior Staff with ad hoc operations project support as required.

PA Duties:

Scheduling and coordinating arrangements for client meetings and organising external events (including booking conference rooms and setup)
Document production, including amending and reformatting complex and lengthy documents. Preparing hardcopy documents and bundles on request
Assisting with occasional BD projects, e.g., legal directory submissions, preparing for pitches, amending fee earner profiles on the website
Providing support to the fee earners in relation to risk and compliance processes, e.g., engagement letters and internal fileopening procedures
Assisting with time entry and expense reconciliation and management
Creating, organising and maintaining hard copy and electronic files
Preparing client bills, budgets and processing final invoices (alongside the finance team)
Helping to report and escalate IT problems

Location - Madrid
Salary - Competitive + Bonus + Benefit package
Timetable - Full time, flexibility required

Hybrid