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

Victoria Selection & Search

Empresa verificada

Salamanca-Madrid, España

hace 1 semana

Publicado por:

Isabel García

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Descripción

Global Private Equity, Madrid:

Our client, a top tier global Private Equity is currently looking for an Office Manager/Executive Assistant to support their well-established Iberian team, based in Madrid.

Responsibilities (not limited to) include:
Office & Facilities Management (50%)

Complete management and administration of the workplace, ensuring the smooth running of the office, acting as the key point of contact between Madrid and global headquarters
Act as the "go to" person for administrative needs in the Madrid office
Liaise with providers/suppliers, renegotiate agreements, establish relationships and follow up (landlord, security, health and safety, catering, insurance, stationary, cleaning, building maintenance)
Establish local policy & procedure according to global guidelines, ensuring all objectives are actioned in accordance with local compliance (health & safety, risk assessments)
Liaise with global IT department to ensure all local IT needs are met (equipment, software implementation, repair)

Finance (local operating budget)

Management of local bank accounts, responsible for invoice payments to service providers and monthly salaries
Review and control of all the invoices for the Madrid office, assign the projects in flow and first instance for sign off
Credit cards: issuing and cancelation
Collaborate with the local service provider and tax for the annual audit through providing necessary documentation
Liaise with legal & tax suppliers to ensure tax obligations are met
Gather and provide all the required information for the annual sustainability report
Act as point of contact for global finance team and liaise to ensure local needs met

Compliance, Safety & Security

Company policy: implementing company policy on a local level as outlined by international headquarters
Ensure that local office is compliant in data protection law
Designated person for any emergency situation and local crisis
Occupational Risk Prevention responsible for mandatory training programs

Executive Assistant (50%) to Head of Spanish Office

Complex agenda management: scheduling and rescheduling meetings, teleconferences and videoconferences across global time zones & geographies (board level communication)
Organising pointtopoint international travel arrangements (flights, car transfers, visas, passports, apartments, hotels)
Manage execution and filing of NDAs, when required
Expense reports: check and submission
Managing partner's contacts, ensuring information up to date

This role is predominately office based.

Location - Madrid, Castellana
Timetable - Full time, flexibility required