Bilingual Executive Assistant and Office Manager

Our client, a top tier international Asset Management firm, is currently looking for an Office Manager & Executive Assistant to support their Madrid office and senior partners.

Responsibilities (not limited to) include: Office / Facilities & Workplace Management Complete ownership of the workplace management and administration of the Madrid office, ensuring its smooth running and acting as the key point of contact with global headquarters Act as the “go to” person and first point of contact for administrative needs in the Madrid office Liaise with providers/suppliers (landlord, security, health and safety, catering, insurance, cleaning, building maintenance), ensuring compliance with local policies and global guidelines Oversee office premises, conduct regular walkthroughs and coordinate health and safety requirements, occupational risk prevention and data protection compliance Liaise with global IT to ensure all local technology needs are met (equipment, software, maintenance) Manage office supplies, catering, incoming calls and mail, and collaborate with other international offices as required Executive Assistant Support Proactively manage complex agendas for senior partners, scheduling meetings and calls across multiple time zones Coordinate internal and external meetings, including room set-up and catering Organising point-to-point international travel arrangements (flights, car transfers, visas, passports, apartments, hotels) Act as first point of contact for senior executives, maintaining relationships with clients and key stakeholders Manage confidential documentation (including NDAs), expense submissions and contact databases Events & Stakeholder Coordination Plan and execute internal and external events, overseeing logistics and on site coordination Collaborate with Executive Assistants and Office Managers globally on cross office initiatives Finance & Budget Management Manage the local office budget, monitor spend and support annual forecasting Review and approve invoices, liaise with global finance to ensure timely payments Oversee expense reports and credit card reconciliations Act as point of contact for local finance, payroll, audit and tax-related matters

It is essential that the chosen candidate is completely bilingual in English and Spanish and has extensive experience supporting senior management within the financial services sector. Candidates must also have at least 6-8 years’ experience as an Office Manager and/or Executive Assistant in a fast-paced and international environment, ideally within Asset Management, Private Equity, Investment Banking or wider Financial Services. A solid grasp of standard Tech and applications (Office (Excel), Mac, Google Workspace, Outlook, Zoom, Slack, CRM software etc.) is required. Excellent communication skills are essential, as well as the ability to build strong relationships with colleagues, other offices and external suppliers alike. A strong understanding of office finances and local compliance is required.

The ideal candidate will be responsible, mature and solutions focused. They will enjoy being a focal point within the office, taking ownership of multiple responsibilities simultaneously and prioritising effectively to meet business needs.

This role is predominantly office based. 1-2 days WFH possible following a successful trial period Location - Madrid, Barrio Salamanca Salary - Dependent on experience Timetable - 9.00-18.00 Monday-Thursday, 9.00-15.00 Friday Contract - Permanent Incorporation - Immediate, Q1 2026

Candidates are kindly requested to refrain from applying to multiple job postings. Applicants will automatically be considered for other open roles should their qualifications and experience closely align.

VSS is a recruitment firm committed to merit-based selection and non-discrimination under Spanish and EU law. This job description is protected under intellectual property law and may not be reproduced, distributed or used externally without prior written consent. Victoria Selection & Search will process all personal data received during the recruitment process in strict confidence and solely for the purpose of assessing the suitability of candidates for the advertised position. Data may be retained for the duration of the process and, where appropriate, for future professional opportunities of a similar nature, unless the candidate requests its deletion. All information shared throughout the selection process will be handled with the utmost confidentiality by both Victoria Selection & Search and the end client. By submitting an application, the candidate consents to the processing of their data for the purposes described above and confirms that all information provided is true and up to date. Victoria Selection & Search tratará los datos personales recibidos durante el proceso de selección con la máxima confidencialidad y exclusivamente para evaluar la idoneidad de las candidaturas en relación con el puesto ofertado. Los datos podrán conservarse mientras dure el proceso y, en su caso, para futuras oportunidades profesionales similares, salvo que la persona candidata solicite su supresión. Toda la información intercambiada durante el proceso será gestionada con estricta confidencialidad tanto por Victoria Selection & Search como por el cliente final. Al enviar su candidatura, la persona interesada consiente el tratamiento de sus datos con los fines descritos y declara que la información proporcionada es veraz y actualizada.