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  • 4 weeks ago

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col-wideJob Description:Our client, a top tier European Private Equity investment manager is currently looking for an Office Manager/Team Assistant to support their well-established Iberian team, based in Madrid.Responsibilities (not limited to) include:Office/ Facilities and Travel Management- Complete ownership of the workplace management and administration of the- Madrid office. Ensuring the smooth running of the office, acting as the key point of contact between Madrid and global headquarters- Act as the "go to" person for administrative needs in the Madrid office- Liaise with providers/suppliers, renegotiate agreements, establish relationships- and follow up (landlord, security, health and safety, catering, insurance,- stationary, cleaning, building maintenance)- Establish local policy & procedure according to global guidelines, ensuring all- objectives are actioned in accordance with local compliance (health & safety,- risk assessments)- Liaise with global IT department to... ensure all local IT needs are met- (equipment, software implementation, repair)- Sustainability champion- Gather and provide all the required information for- the annual sustainability report, roll out sustainability initiativesTravel Management:- Manage the FCM relationship as local travel manager- Negotiate preferred rates with hotels and taxi firms- Manage the Amex accountFinance (local operating budget)- Management of local bank accounts and supporting finance and payroll with their ad hoc enquiries- Manage the office budget, monitor spend and prepare annual forecast budget- Review and control of all the invoices for the Madrid office, assign the projects in flow and first instance for sign off- Credit cards: issuing to new users and cancelation of leavers cards- Collaborate with the local service provider and tax for the annual audit through providing necessary documentation- Liaise with legal & tax suppliers to ensure tax obligations are met- Act as point of contact for global finance team and liaise to ensure local needs are metCompliance, Safety & Security- Company policy: implementing company policy on a local level as outlined by international headquarters- Ensure that local office is compliant in data protection law- Designated person for any emergency situation and local crisis- Occupational Risk Prevention - responsible for mandatory training programs- Local Health and Safety officer- responsible for managing workplace risks and subcontractor activitiesTeam Assistant to Spanish Office- Complex agenda management: scheduling and rescheduling meetings,- teleconferences and videoconferences across global time zones & geographies- (board level communication)- Organising point-to-point international travel arrangements (flights, car- transfers, visas, passports, apartments, hotels)- Manage execution and filing of NDAs, when required- Expense reports: check and submission- Managing partner's contacts, ensuring information up to date- Holiday cover for Executive assistantsThis role is predominately office based.Location - Madrid, CastellanaSalary - Competitive, depending on experience + Bonus + Exceptional benefitsTimetable - Full time, flexibility requiredIncorporation - ASAPIf you are interested in this role, send a copy of your English CV to
Madrid Spain


Apply - Bilingual Office Manager/Team Assistant, Private Madrid