Administrative Assistant

Role Purpose

The Administrative Assistant provides day-to-day administrative and office support to the Madrid team and helps ensure the smooth running of the office.

This is a hands-on role covering general administration, practical office needs and support to employees. The role is suited to someone organised, reliable and helpful, who is comfortable managing a variety of day-to-day tasks.

Key Responsibilities

Administration & Office Support

• Provide general administrative support to Madrid-based staff as required
• Help with meeting arrangements and travel bookings when required
• Manage office supplies and general office requirements
• Receive and distribute mail, deliveries and parcels
• Coordinate couriers and outgoing shipments
• Liaise with building management and local suppliers for cleaning, maintenance and other office services
• Ensure meeting rooms and common areas are kept organised and ready for use
• Welcome visitors and assist with office access when required
• Support document preparation, filing and archiving
• Provide ad hoc administrative support to Partners and senior management as required
  
• Work closely with the London Executive Assistant & Office Manager to ensure consistency of office management practices and administrative processes.

Employee Support

• Assist employees with day-to-day practical and office-related requests
• Prepare workspaces and coordinate office access for new joiners
• Assist with practical arrangements for leavers, including access removal and equipment collection
• Liaise with HR, IT and local providers when required
• Help with employee events and other office-based initiatives
  

Candidate Profile

Experience

• 1–2 years’ experience in an administrative assistant, office assistant, secretary or similar support role
• Previous experience in an office environment is preferred
• Experience in financial services is not required
  

Skills & Competencies

• Fluent in Spanish and English, written and spoken — mandatory
• French is a plus
• Organised and attentive to detail
• Reliable, discreet and helpful
• Proactive and comfortable handling a variety of practical tasks
• Able to work independently
• Good working knowledge of Microsoft Office 365 (Outlook, Teams, Excel and Word)
  

Education

• Relevant administrative or business education is preferred but not essential.