Executive Assistant en Madrid

(Madrid, España)

Funciones: Greet all guests in a professional manner, ensuring they are made comfortable whilst waiting, advise themeeting host of their arrival and direct /escort the guest to the appropriate meeting location.
Place catering orders within the necessary timeframes so as to ensure the orders meet the requirements of the meeting hosts.
Preparation and set up refreshments/lunch orders in readiness for meetings and as requested by meeting hosts and ensure that meeting rooms are cleared in a timely manner and are ready for following use.
Replenishment of refreshments and ordering new stock with agreed suppliers as and when required.
Liaise with the IT Helpdesk to set up any required IT equipment in readiness for new joiners.
Answer all calls made to the main switchboard in a professional manner using the Starr introduction script for each and every call.
Take any messages received from callers and ensure details are taken correctly, accurately and always checking with the caller in regard to spelling and any other information relevant to the message and the call
back.
Transfer calls to the correct recipient and announce the caller before transferring the call.
Check voicemail when messages are left and pass on any messages to the correct recipient in a prompt manner.
Sign for any incoming mail daily brought up by the post room, when needed, distribute the mail to the named recipients and open mail with no addressee and direct to the relevant department.
Frank all outgoing mail received at the end of each day and take to post box/office for delivery.
Support HR Business Partner with ad
hoc tasks in relation to people matters within Madrid office.
Support HR Business Partner with dealing with payroll queries, liaising with local provider in local language in order to better assist Madrid staff.
Support HR Business Partner with upload and management of time tracking system (Factorial) .
Assist HR Business Partner with local coordination of onboarding / offboarding of employees.
Support Regional Manager with ad
hoc tasks.
Provide general ad
hoc administrative support to team.
Arranging courier requests, completing the courier forms and contacting the appropriate supplier to arrange collection of packages and update the log.
Book meeting rooms using Outlook/Robin and help to rectify and room clashes.
Check and pass invoices to the Accounts department for payment.
Undertake the joiner / leaver process in completion of new joiner set up forms for issuing/cancelling and tracking of security cards. Updating the spreadsheet for all joiners/leavers.
Report any suspicion of financial crime to the Money Laundering Reporting Officer immediately.
Operate within the Company's standards for Conduct Risk Framework.
Manage any potential conflicts of interest to avoid disrepute to the company's integrity.
Advise Compliance of any complaints immediately Requisitos: EXPERIENCE
3
5 years' experience
Techniques for handling difficult customers, callers and in
person situations
Understands business cultures and practices
The ability to set up sensible and logical systems of working both on technology systems/drives and in terms of any paper
based systems/record
keeping
The ability to make international travel arrangements and co
ordinate multi
stop air and hotel arrangements in consideration of international timelines and any geographical considerations (including but not limited to festivals, local national holidays, etc. )
Previous experience within Human Resources or other example of working with confidential information.
SKILLS
Fluent Spanish & English speaker
Delivery of high
end customer service
"Completer
finisher" in approach, finishes what has been started and follows up proactively
Planning and organisational skills with proven experience of prioritising a conflicting workload
Strong communicator, both written and verbal
Able to adhere to confidentiality requirements & work discreetly
High level of self
management.
SYSTEMS & I. T
MS Office
Excel, PowerPoint, Word and Outlook.

Fecha de publicación: 19/05/2026