Office Manager & Executive Assistant

About Us
At Munich Re Specialty – Global Markets (MRS-GM), it is our ambition to become the leading Primary Specialty Insurance provider, underpinned by an effective and adaptable strategy, superior products and industry leaders working in a supportive environment to achieve this.

About Us
At Munich Re Specialty – Global Markets (MRS-GM), it is our ambition to become the leading Primary Specialty Insurance provider, underpinned by an effective and adaptable strategy, superior products and industry leaders working in a supportive environment to achieve this.

At the heart of our success is a strong culture where people are encouraged to be present, bold and curious, allowing them to achieve their individual goals.

Please see our website for more information.

Office Manager
We are currently looking for a Office Manager to be based in Madrid on a full-time basis, reporting into the Branch Manager.

The Office Manager ensures the smooth and efficient running of the Madrid office by managing facilities, office services, supplier relationships, procurement, ESG and environmental initiatives, travel management, health and safety, IT coordination, physical business continuity and local office support. The role contributes to a safe, sustainable and productive work environment while supporting operational excellence.

Responsibilities

Oversee all aspects of office management, including facilities maintenance, space planning, executive assistance and workplace optimisation.

Manage relationships and contracts with external suppliers and service providers, including cleaning, catering, maintenance and security.

Lead procurement processes and support cost-effective purchasing aligned with internal policies and budgets.

Act as the local IT contact, coordinating with global IT teams to resolve technical issues and manage equipment needs.

Ensure compliance with Health, Safety and Security regulations and coordinate emergency response and physical business continuity initiatives.

Manage local ESG policies and implement environmental and sustainability measures across office operations.

Oversee travel policy compliance and manage relationships with travel providers to support efficiency and cost control.

Support Operations with electronic filing, system entries, quality control and data integrity activities.

Manage visitor reception, office access passes and related front-of-house support.

Assist new employees with start-up tasks, introductions and local onboarding arrangements.

Support meeting administration, including minute-taking, meeting room booking and ad-hoc reports or presentations as required.

Manage and organize complex executive calendars and scheduling. Plan and coordinate comprehensive domestic and international travel arrangements.

Help drive forward good Conduct for the business to deliver the best outcomes for customers / policyholders.

Knowledge and Skills

Minimum of 3 years of experience in office management, facilities or operations roles.

Ability to think ahead and act on own initiative.

Good communication skills; team player, highly motivated and reliable.

Basic knowledge of Microsoft Office and/or similar IT applications.

Basic understanding of insurance and/or banking business.

Result-oriented approach, including ability to seek information and maintain a concern for quality.

Solid understanding of Health & Safety regulations.

Excellent communication skills in Spanish and English.

Proactive, hands‑on and service-oriented mindset, with the ability to manage multiple priorities.

Diversity, Equity & Inclusion
At Munich Re, Diversity, Equity, and Inclusion foster innovation and resilience and enable us to act braver and better.

Embracing the power of DEI is at the core of who we are.

We recognise diversity can be multi-dimensional, intersectional, and complex, so we want to build a diverse workforce that includes a wide range of racial, ethnic, sexual, and gender identities; economic and geographic backgrounds; physical abilities; ages; life, school, and career experiences; and political, religious, and personal beliefs.

Additionally, we are committed to building an equitable and inclusive work environment where this diversity…