HR & Admin Assistant Intern

Location  Madrid, Spain Reports to  HR Specialist Contract  6-month internship, with potential extension Working Pattern  Full-time, office-based, five days per week About the Role  We are looking for a highly organised, proactive and dependable HR & Admin Intern to support international employee assignments and day-to-day administrative operations. The role will coordinate immigration documentation, accommodation, transport, vendors and employee support for short-term and long-term assignees.

The successful candidate will be expected to communicate effectively across Spain- and China-based teams, respond promptly to requests and take ownership of operational issues through to resolution. This is a fully office-based internship requiring attendance in Madrid five days per week. Candidates who already live within a reasonable commuting distance of Madrid are strongly encouraged to apply.

Key Responsibilities  Prepare invitation letters and supporting documents for international assignees and business travellers, including signature coordination and record tracking. Support visa application processes and coordinate timely information sharing between employees, project teams and Spain- and China-based stakeholders. Arrange accommodation and car rentals for assignees, ensuring bookings are accurate, timely and aligned with project requirements. Act as a key contact for assignees, responding promptly to queries and resolving practical issues throughout the assignment.

Manage relationships with accommodation, vehicle rental and other service providers, including supplier communication, invoice processing and record maintenance. Identify and coordinate new suppliers when existing arrangements do not meet operational requirements. Assist with business insurance registration and provide administrative support relating to payroll and local social security administration where required. Maintain accurate employee, assignment and vendor records in line with internal procedures and applicable data protection requirements.

Manage multiple priorities and urgent requests while maintaining accuracy, professionalism and clear stakeholder communication.  Essential Requirements  Professional fluency in Spanish, English and Mandarin Chinese, including strong written and verbal communication skills.  

What We Are Looking For  We are looking for someone who takes ownership, communicates clearly and remains calm and solution-focused when priorities change. The successful candidate will be self-motivated, comfortable working independently and willing to take practical action rather than simply escalating problems.