PA and Office Assistant

Location: Madrid

Hours: Full time

Work Pattern: Onsite

Role overview

The PA to Partner(s) and Office Assistant plays a key role within the Operations team, providing first-class PA support to the Spanish Partner(s), and managing the day-to-day running of the office and working as part of the team to provide a high quality service to the wider business. .

Key Responsibilities

• Managing the day-to-day running of the office in Madrid.

• Primary point of contact for external suppliers, contractors, and building management, ensuring high standards of service delivery and maintenance. Monitor service quality, coordinate maintenance activities, and promptly escalate any issues or concerns to the Workplace and Facilities Manager as required.

• Maintain awareness of all scheduled visitors to the office, ensuring meeting rooms are prepared in advance and providing a professional and welcoming reception upon their arrival.

• Oversee the management of stationery and pantry supplies, ensuring stock levels are maintained, orders are placed in a timely manner, and supplies are readily available to support daily business operations.

• Keep stocks of toners and cartridges, and dealing with the maintenance of the photocopier.

• Receive and distribute all incoming mail, courier packages, and special deliveries in a timely and efficient manner. Oversee and manage departmental budgets for Madrid, ensuring effective cost control, financial accountability, and compliance with approved budgetary guidelines. Assisting the IT team with issues as they arise.

• Assisting the HR team with meeting and greeting and setting up interviews and tests.

• Escalating staff/office issues to the PA Supervisor as appropriate.

• Ensure compliance with all Health and Safety policies, procedures, and regulations within the office, promoting a safe and secure working environment for employees and visitors.

• Responsible for the day-to-day effective and efficient management of the Partner(s) inboxes in line with our service models.

• Responsible for the daily management of the Partner(s) time, including scheduling meetings. Preparing briefing packs, assisting with management of workload, and ensuring that all staff responsibilities are undertaken.

• Recognising the importance of the Partner(s) roles within the company and acting as the main point of contact for the Partner(s), at times through a range of media, including direct liaison with clients and client correspondence.

• Ensuring that all confidential company issues are dealt with in the appropriate manner.

• Supporting the Partner(s) in their corporate responsibilities, ensuring that matters are dealt with in a timely and sensitive manner to maintain the Partner(s) effective and successful working relationships.

• Developing and maintaining a strong working relationship with the Partner(s) through regular meetings, including a good understanding of their corporate and client responsibilities.

• Ensuring all emails, calls and correspondence are followed up in the Partner(s) personal style and within house style guidelines.

• Drafting and sending correspondence and documentation using Word, Excel and PowerPoint.

• Taking minutes for regular meetings and following up on actions before the next meeting.

• Liaising with staff across the business regarding current and ongoing project work in order to maintain records.

• Implementing and maintaining administrative tasks such as updating records and documents, and submitting expense claims.

• Maintaining comprehensive and effective action lists and forward planning processes, ensuring important tasks and deadlines are completed.

• Arranging external and internal meetings.

What we're looking for

• Fluent in Spanish and English, with Spanish as the mother tongue.

• Exceptional communication skills, with emphasis on discretion.

• Ability to work independently and using initiative.

• Ability to organise and plan.

• Good interpersonal skills.

• Good understanding of Word, Excel and PowerPoint.

• Ability to work to tight deadlines, to juggle multiple tasks and to work flexibly to meet demands of the business.

• Ability to recognise the importance of and work successfully with a busy team

• Additional language skills in French, Italian, German or Dutch are a plus.

Oxera is an equal opportunities employer and values diversity at all levels of the organisation. We encourage applications from all qualified candidates regardless of race, gender, disability, religion/belief, sexual orientation or age.