Office Manager & Assistant

Puesto: 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.

Key Responsibilities
Office Operations & Facilities

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.

Health, Safety & Compliance

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.

Administrative Support to Staff

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

Employee & Office Support

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.

Candidate Profile
Experience

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

Skills & Competencies

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

Education

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

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

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