Bilingual Office Manager/executive Assistant

hace 4 meses

SalamancaMadrid, España Victoria Selection & Search A tiempo completo

**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 point-to-point 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

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