Administrative Assistant – Madrid

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.

Employment type
Full-Time

Work arrangement
No