Bilingual Office Manager & Executive Assistant

Advisory Firm, Madrid

Our client, an advisory firm with a portfolio spanning European and Lat Am markets, is currently seeking a highly capable Office Manager & Executive Assistant to act as the operational right hand of the Managing Partner, taking full ownership of the firm’s office and administrative operations.

The remit for this position is wide. It includes but is not limited to:
Executive Support
Comprehensive personal and executive assistance to the Managing Partner, managing a complex diary, anticipating and managing schedule conflicts, rescheduling and using good judgement and initiative to prioritise effectively
All travel logistics and visa and documentation requirements for the MP and investment team (often subject to last minute changes and complicated logistics). Taking into account costs and optimisation
Support the Managing Partner with administrative and operational matters for other business entities and international portfolio companies
Receive and coordinate office visitors; plan and execute internal and external events
Manage the firm's document management system and coordinate expense and labour reporting with external advisors (gestoría)
Office, Facilities & HR
Take full ownership of the day to day running of the Madrid office. This includes maintenance, technology assets, software, server and email administration
Manage all outsourced service providers, including insurance portfolio, rental agreements and handle supplier and maintenance contract renewals and terminations
Finance, Payroll & Administration
Manage the full invoicing cycle, collections and payments and cash flow forecasting
Prepare financial documentation for tax purposes and act as the liaison with external advisors (tax/accounting/payroll)
Maintain physical and digital archives; manage banking relationships and day to day transfers/banking operations
Oversee payroll in coordination with the external labour advisors (gestoría) manage contract registrations and terminations
Monitor staff holidays and absences
Act as first point of contact for employee HR queries and coordinate with official bodies for regulatory and compliance matters, including data protection

It is essential that the chosen candidate is bilingual in English and Spanish (to be able to liaise with international clients). Proven experience supporting a business founder (1:1) and managing office operations (ideally 8+ years) is non-negotiable. Candidates with backgrounds from consultancy and financial services will be viewed favourably. A solid grasp of standard Tech and applications (Office (Excel), Zoom, Slack, CRM software, etc.)

is required. AI Prompt literacy (or at least curiosity) viewed favourably.

The chosen candidate will be capable of managing a broad remit with full autonomy. They must display strong ownership, sound judgement and a proactive, solutions-oriented approach. This busy position requires flexibility, resilience and the ability to manage operational responsibilities for this boutique, hardworking team.

Location - Madrid, Chamartín
Salary - Between €45,000 - 60,000 (dependent on experience) + Potential for discretionary bonus
Timetable - Full time (09.00 - 18.00h)
Contract - Permanent
Work Type - Office based
Incorporation - Q3 2026