Office Manager & Assistant (Madrid)

Role Purpose

The Office Manager & Assistant is the operational backbone of Market Securities’ Madrid office. They ensure a professional, well-functioning and compliant workplace for a fast-growing office, while providing day-to-day administrative support to all Madrid-based staff. The role combines office management, facilities coordination, health & safety liaison, and staff assistance. This is a hands-on, visible role requiring strong organisational skills, discretion and the ability to manage competing priorities in a fast-paced, international environment.

Key Responsibilities

Office Operations & Facilities

• Oversee the day-to-day running of the Madrid office, ensuring a professional, safe and productive environment
• Manage office supplies, equipment and access control.
• Coordinate local vendors and service providers (building management, maintenance, cleaning, courier and office suppliers)
• Oversee meeting room management and presentation readiness for client and internal meetings
• Support office space planning and desk allocation for new joiners and office moves.

Health, Safety & Compliance

• Act as the primary point of contact for health & safety matters in the Madrid office
• Liaise with QuirónPrevención (occupational health provider) regarding mandatory medical checks and office health & safety requirements.
• Maintain accurate records required for regulatory inspections or audits
• Maintain office records, supplier documentation and local administrative files in accordance with internal policies.

Administrative Support to Staff

• Act as the first point of contact for all office-related and administrative queries from Madrid-based employees
• Assist staff with travel bookings and expense coordination via Navan
• Support meeting logistics, courier services, archiving and general administrative needs
• Work closely with the Paris Office Manager to ensure consistency of office management practices and administrative processes across both locations.
• Provide ad hoc support to visiting Partners or senior management during office visits

Employee & Office Support

• Coordinate workspace readiness, office access and welcome arrangements for new joiners.
• Coordinate office access removal, equipment collection and workspace closure for leavers.
• Liaise with HR, IT and local service providers to coordinate employee office logistics.
• Support employee engagement initiatives and office-based events.

Candidate Profile

Experience

• 1–3 years’ experience in office management, administration or executive support within an international or professional services environment
• Familiarity with facilities coordination and vendor liaison is a plus
• Experience in a regulated financial services environment is an advantage

Skills & Competencies

• Fluent in Spanish and English (written and spoken) — mandatory
• French is a strong plus
• Strong organisational skills and attention to detail
• Discreet, reliable and comfortable working autonomously in a small office
• Proficient in Microsoft Office 365 (Outlook, Teams, Excel, Word)
• Familiarity with Navan or similar expense/travel tools is a plus

Education

• Degree in Business Administration, Management or a related field preferred but not required

Working Conditions

Full-time, office-based (on-site), Madrid centre.