Office Manager & Assistant

Role Purpose

The Office Manager & Assistant is the operational backbone of Market Securities’ Madrid office. They ensure a professional, well-functioning and compliant workplace for a fast-growing office, while providing day‑to‑day administrative support to all Madrid‑based staff. The role combines office management, facilities coordination, health & safety liaison, and staff assistance. This is a hands‑on, visible role requiring strong organisational skills, discretion and the ability to manage competing priorities in a fast‑paced, international environment.

• Oversee the day‑to‑day running of the Madrid office, ensuring a professional, safe and productive environment
• Manage office supplies, equipment and access control.
• Coordinate local vendors and service providers (building management, maintenance, cleaning, courier and office suppliers)
• Oversee meeting room management and presentation readiness for client and internal meetings
• Support office space planning and desk allocation for new joiners and office moves.

• Act as the primary point of contact for health & safety matters in the Madrid office
• Liaise with Quirón
  
  Prevención (occupational health provider) regarding mandatory medical checks and office health & safety requirements.
• Maintain accurate records required for regulatory inspections or audits
• Maintain office records, supplier documentation and local administrative files in accordance with internal policies.

• Act as the first point of contact for all office‑related and administrative queries from Madrid‑based employees
• Assist staff with travel bookings and expense coordination via Navan
• Support meeting logistics, courier services, archiving and general administrative needs
• Work closely with the Paris Office Manager to ensure consistency of office management practices and administrative processes across both locations.
• Provide ad hoc support to visiting Partners or senior management during office visits

• Coordinate workspace readiness, office access and welcome arrangements for new joiners.
• Coordinate office access removal, equipment collection and workspace closure for leavers.
• Liaise with HR, IT and local service providers to coordinate employee office logistics.
• Support employee engagement initiatives and office‑based events.

• 1–3 years’ experience in office management, administration or executive support within an international or professional services environment
• Familiarity with facilities coordination and vendor liaison is a plus
• Experience in a regulated financial services environment is an advantage

• Fluent in Spanish and English (written and spoken) — mandatory
• French is a strong plus
• Strong organisational skills and attention to detail
• Discreet, reliable and comfortable working autonomously in a small office
• Proficient in Microsoft Office 365 (Outlook, Teams, Excel, Word)
• Familiarity with Navan or similar expense/travel tools is a plus

• Degree in Business Administration, Management or a related field preferred but not required

Full‑time, office‑based (on‑site), Madrid centre.