Executive Assistant & Office Administration - madrid

About the position

We are looking for a proactive and highly organized Executive Assistant & Office Administration to join our Executive Office in Madrid.

In this role, you will provide hands-on support to members of our leadership team, playing a key part in ensuring the smooth day-to-day running of the office.

This is a varied and fast-paced position, ideal for someone who enjoys being at the heart of the business, is eager to learn, and is comfortable taking on a wide range of responsibilities. You will be exposed to senior stakeholders and involved in multiple aspects of office operations, making this a great opportunity for development and growth

Due to the nature of the role, a high level of professionalism, discretion, and confidentiality is essential.

The position is based in Madrid, with a hybrid model (4 days in the office, 1 day remote).

Specific responsibilities

• Provide support to the Executive members of the leadership team
• Manage calendars, schedule meetings, and coordinate internal and external appointments
• Arrange domestic and international travel, including itineraries and logistics
• Prepare and submit expense reports accurately and on time
• Support the creation of presentations, reports, and other documentation
• Coordinate meetings and ensure all logistics are in place
• Assist with the organization of internal and external events
• Support onboarding administration for new hires (documentation, coordination, logistics)
• Manage office supplies and procurement processes
• Welcome and coordinate visitors to the Executive Office
• Act as a point of contact for general administrative queries
• Provide ad hoc support on projects and initiatives as needed

Required Knowledge, Skills & Abilities

• Strong organizational and multitasking skills, with the ability to prioritize effectively
• High attention to detail and a structured way of working
• Excellent communication skills, both written and verbal
• High level of discretion and ability to handle confidential information
• Proactive, flexible, and solution-oriented mindset
• Strong interpersonal skills and ability to work with senior stakeholders
• Ability to work both independently and as part of a team
• Comfortable in a fast-paced, dynamic environment
• Good knowledge of Microsoft Office (Outlook, PowerPoint, Excel, Word)

Required Qualifications

• Previous experience in an Executive Assistant, administrative, office support, or similar role
• Experience supporting senior stakeholders is an advantage
• Fluent in Spanish and English (both written and spoken)
• Based in Madrid