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 -  Monday-Thursday,  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.

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