Bilingual Office Manager & EA

Our client, a consulting firm, is currently looking to cover a parental leave for an Office Manager & Events Coordinator position, to efficiently run the Madrid office, support the senior team and take care of events.

Responsibilities (among others) will include :

• Act as first point of contact for the firm and as the “go to” person for administrative needs in the Madrid office
• Proactively manage and maintain the agenda of the Madrid management team by scheduling meetings, conference calls and arranging appointments
• Organising point-to-point international travel arrangements (flights, car transfers, visas, passports, apartments, hotels)
• Help develop relationships with the Executive Assistants of Spanish clients or potential clients
• Continuously liaise with other Office Managers and Executive Assistants at international level to ensure commitments are met
• Maintenance and upkeep for the office space including fixtures, fittings and furniture, as well as ordering supplies and catering for the office
• 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
• Liaise with providers / suppliers, renegotiate agreements, establish relationships and follow up (landlord, security, health and safety, catering, insurance, building maintenance)
• Liaise with global IT department to ensure all local IT needs are met (equipment, software implementation, repair)
• Plan and execute external events, be on-site and help welcome clients, and oversee ‘behind the scenes’ coordination
• Source and manage suppliers for client networking and entertainment, and secure budget approvals from relevant partners
• Collaborate with Executive Assistants on internal global events across the firm
• Collect and approve / sign off invoices for payment by international finance team
• Timesheets and reconciliation of partner expenses / credit card charges

It is essential that the chosen candidate is completely bilingual in English and Spanish and has extensive experience supporting senior management. Candidates must also have at least 5 years’ experience working as an Office Manager in a fast-paced and international environment. A solid grasp of standard Tech and applications (Office (Excel), Mac, 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. General understanding of office finances would be advantageous.

The ideal candidate will be self starting, independent and solution-focused. They will be able to manage various responsibilities simultaneously and know how to prioritise accordingly, meeting the office and team’s needs.

Location – Madrid, Serrano

Salary – Circa 45,000€

Timetable – 9.00 - 17.00

Incorporation – Immediate

Contract - Temporary (Parental leave)

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