Executive Assistant; Part-Time

Puesto: Executive Assistant (Part-Time )
Job Description  We are seeking a highly organized and proactive Executive Assistant to support our Construction Advisory team in Madrid. This role is critical to ensuring the smooth day‑to‑day operations of a fast‑paced, client‑facing team working on international projects.

Job Responsibilities   Provide comprehensive administrative support to the Construction Advisory team
Manage calendars, schedule meetings, and coordinate across multiple time zones
Organise and coordinate domestic and international travel, including logistics and itineraries
Support the preparation of presentations, reports, and client‑facing materials
Assist with project coordination, including tracking timelines, deliverables, and key milestones
Liaise with clients, vendors, and internal stakeholders in a professional and timely manner
Maintain accurate records and support basic financial tracking and reporting
Coordinate internal and external meetings, events, and workshops
Identify opportunities to improve processes and enhance operational efficiency
Qualifications    Required   Diploma in Business Administration, Management, or a related field
Proven experience in an Executive Assistant, Administrative, or Operations support role within a fast‑paced environment
Excellent written and verbal communication skills in English and Spanish
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
Strong ability to manage multiple priorities and work effectively under pressure

Preferred   Experience supporting international teams or projects
Experience in project coordination or administrative/financial tracking
Proven ability to identify process improvements and drive efficiency
Experience coordinating events, travel logistics, and client‑facing activities
Background in consulting, engineering, or professional services environments
Familiarity with ERP systems (e.g., Microsoft Dynamics 365)

Physical and Mental Qualifications   Exceptional organisational and time‑management skills with strong attention to detail
Ability to thrive in a fast‑paced, deadline‑driven environment
Strong problem‑solving skills and a proactive mindset
High level of discretion when handling confidential and sensitive information
Adaptability and flexibility in managing shifting priorities
Excellent interpersonal skills with the ability to collaborate across teams and functions
Strong focus and accuracy when managing multiple administrative responsibilities

Benefits   Flexible work environment allows employees to work remotely when needed
Generous Annual Leave Policy
Comprehensive Medical Insurance
We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!
J.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

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