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.