Part time Office Assistant

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It’s never been a more exciting time to join Vistra.

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that.

We have an exciting opportunity for you to join our team as an Office Assistant. Reporting to the Head of Serviced Offices and Facilities Management, this is a part time (20 hours per week) and fixed term contract position and is based in our Madrid office and offers local coverage, allowing you to make a significant impact to our business and it’s growth.

This role supports the effective day-today functioning of Vistra Madrid by managing reception duties, coordinating client and visitor interactions, and providing general administrative support.

You will be responsible for managing the reception area and providing front-office support to staff, clients, and visitors. Duties include handling inquiries, coordinating appointments, and performing administrative tasks to support the smooth operation of the Madrid office.

Key Requirements:

• Manage the reception area, greeting visitors and clients in a professional and welcoming manner and ensuring a positive first impression of the company.
• Handle incoming calls, emails, and inquiries, directing them appropriately and providing accurate information or assistance where required.
• Coordinate appointments, meetings, and visitor access, including maintaining meeting room schedules and ensuring rooms are prepared and presentable.
• Provide administrative support such as preparing basic correspondence, scanning, filing, data entry, and assisting with document handling for internal teams.
• Assist with the preparation and organisation of documents, including supporting the local office with simple administrative tasks connected to filings, mail handling, and document distribution.
• Carry out other related duties as may reasonably be required to support the smooth functioning of the office.

Attributes and Technical

Skills:

• Excellent verbal and communication skills and strong client-service orientation.
• Highly organized and detail-oriented, strong time-management skills, ability to prioritise multiple tasks efficiently, dependable and punctual.
• Proactive in identifying and resolving issues, comfortable with taking initiative when required, calm under pressure and able to manage unexpected situations.
• Flexible and able to adapt to changing priorities, willingness to learn new process and systems.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Basic knowledge in accounting (bank reconciliation, etc).
• Experience with office equipment (telephone system, printers, scanners, postage machines).
• Minimum of 2 years relevant experience.

Company Benefits:

If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!