Executive Assistant & Office Coordinator

Job Title: Executive Assistant & Office Coordinator

Contract Type: Permanent, full time

Location: Madrid, Spain

ICG is a successful global FTSE 100 listed investment company that supports companies in the long term and enables growth. In March 2003, we opened our Madrid office, an important step for our presence in the Iberia and Spanish-speaking region. Since then, we have been continuously growing our business: our Spanish team has grown to 10 and is getting bigger with two additional Managing Directors due on board in the coming months.  This role is therefore being hired to support this business growth and will be working closely with our trusted and highly respected Office Manager who has over two decades tenure.

Located in the heart of Serrano, our office offers a modern, bright, and professional working environment. We are proud of our collaborative culture and the strong sense of teamwork that underpins everything we do. As part of the Operations team, you will work closely with the Office Manager to ensure the office runs efficiently and remains a welcoming space for employees and visitors alike. From coordinating office activities to supporting colleagues with day-to-day requirements, you will make a valuable contribution to the smooth functioning of the business and help our investment teams focus on their core responsibilities.

Summary of our opportunity

This is an excellent opportunity for a highly organised, proactive and service-oriented professional to play a key role in the day-to-day operations of a fast-paced, high-performing and collaborative international business. The position offers broad exposure across executive support, office management and business operations, providing valuable insight into the financial services industry.

Working closely with our experienced Office Manager and senior investment professionals, you will be central to the smooth running of the Madrid office. Success in this role will require strong organisational skills, sound judgement, exceptional attention to detail, and the ability to build effective relationships across all levels of the organisation.

You will provide a combination of executive, administrative and reception support to the Madrid-based team and visiting colleagues and clients. In addition, you will become part of ICG's global Executive Assistant community of more than 45 professionals across Europe, the Middle East, North America and Asia-Pacific, offering opportunities to collaborate internationally and contribute to wider business initiatives.

The position will report to our Head of Spain and will be fully office-based, Monday to Friday. Our normal office hours run from 9 a.m. to 6 p.m. with a 1 hour lunch break.

Candidates should have the ability to flex these hours as reasonably needed to support out of office meetings.

Role Responsibilities 

• Greet & welcome guests upon arrival at the office with enthusiasm and professionalism.
• Direct visitors to the appropriate meeting rooms and ensure clients and guests receive a professional and welcoming experience, including the provision of refreshments.
• Maintain tidy and presentable reception area, send and distribute mail/packages/couriers.
• Manage catering orders, meeting rooms and office supplies (inc. beverages and snacks) as required.
• Answer, screen, and forward incoming phone calls 
• Support the onboarding and offboarding of employees in Spain, working with central support functions to ensure the appropriate hand-over and de/activation of equipment and systems access.
• Coordinate with building management and external vendors to resolve office maintenance issues and oversee any office improvement or refurbishment projects.
• Managing team calendars including scheduling meetings, calls and ensuring smooth diary alignment.
• Arrange complex domestic and international travel, including flights, accommodation, itineraries and expense management.
• Prepare and manage professional correspondence and communications in both English and Spanish as required.
• System and data management support including updating the HR system with absence and holidays, updating contacts and system filing
• Provide back-up online coverage/support to administrative team across EMEA region as needed. 
• Assist with ad-hoc administrative duties/projects, as needed including those involving team or business  events, space planning, facilities or human resources management. 
• Ensure office policies, internal procedures, and corporate compliance are followed, updated, and effectively communicated
• Support aspects of space/infrastructure planning (e.g. moves, additions, changes to workstations) and provide answers, resources, and solutions when requested in liaison with IT specialists for systems and hardware issues
• Collaborate and liaise with Global Facilities Management, International Office Managers and Executive Assistants, Human Resources, Legal, Compliance, Technology and other Corporate Business Services, Client Relations and Investment teams

Essential Key Requirements

• Previous experience in providing office / front of house and administrative support to professionals.
• Experience supporting senior executives, including diary management, travel coordination and stakeholder engagement.
• Excellent interpersonal skills –communicates clearly and effectively at all levels in English and Spanish.
• Proficiency in Microsoft Office Suite including Outlook, Word, Excel and PowerPoint and relevant office management software.
• Highly motivated with the ability to work independently, prioritise competing demands and exercise sound judgement.
• Quick to learn new processes and systems, with a proactive, solutions-oriented mindset and the ability to deliver high-quality work in a fast-paced environment.
• Understanding of confidentiality issues and use of discretion in handling such matters.
• Willing to go the extra mile to ensure smooth office operations and executive support.
• Adaptable to changing priorities and able to manage various tasks simultaneously.
• Self-driven with a proactive approach to problem-solving and improving office procedures.
• Accuracy and attention to detail whilst working to meet strict deadlines.
• Demonstrates the highest levels of professionalism, integrity, discretion and reliability.

Desirable

• Familiarity with corporate compliance and internal procedures in a regulated industry
• Prior experience within banking, financial services or commercial industry a plus 

Our Global Benefits Framework is centred around these 3 key attributes:

• Wellbeing - Supporting your mental, physical and financial wellbeing as well as your lifestyle needs.
• Inclusivity – Fit for purpose and competitive, no matter who or where you are.
• Longevity – Long Term and sustainable in design.

Inclusion is one of ICG’s key values and we are committed to creating an equitable and inclusive workplace for everyone. By welcoming different perspectives, we strengthen ICG’s performance, enrich decision-making and contribute to better outcomes for our clients, colleagues, and the markets we serve. Accordingly, our recruitment processes provide equal employment opportunities to all applicants and employees, regardless of age, ethnicity, disability, sex, gender, sexual orientation, religion, or any other characteristic protected by local law.

We are equally committed to delivering an inclusive and accessible candidate experience. If you require information in an alternative format, additional time for assessments, an adjusted interview schedule, or any other support during the recruitment process, please let us know.