Ofertas de empleo de Asistente/a Ejecutivo/a en Madrid

• Nivel de experiencia---
• Tipo de contratoA tiempo completo
• Publicada2 nov.

. Office

Office Administrator/Executive assistance - Spain

Sompo Holdings Ltd. (Sompo) is a global specialty provider of property and casualty insurance and reinsurance. Sompo companies are wholly owned subsidiaries of Sompo Holdings, Inc., whose core business encompasses one of the largest property and casualty insurance groups in the Japanese domestic market.

Through our operating subsidiaries, Sompo underwrites agriculture, professional lines, property, aviation, marine and energy, financial and political risks and casualty and other specialty and catastrophe lines of insurance and reinsurance. Headquartered in Bermuda, we currently also have offices in the United States, the United Kingdom, Continental Europe, Latin America, the Middle East and Asia.

Sompo is a company driven by its core values, a carrier that holds promise, trust and the commitment to protect at the center of everything we do. We recognize that our success is derived directly from those who matter most: our people. Our culture is defined by a commitment to integrity, teamwork, agility, execution, and excellence; and we strive to create exceptional value for our clients and shareholders and maintain Sompo as a desirable place to work.

Responsbilities

Office & Facility Management

Assure and improve a perfect functioning of the Madrid office and its facilities. This objective includes the following tasks:

• Assure a clean, organized and tidy office in cooperation with external providers. This includes waste management and a “clean desk” policy for all employees;
• Assure that all office facilities are always working in good order;
• Assure that all new employees have a fully-installed and working desk when starting, including all necessary material and gadgets (where necessary in cooperation with IT);
• Prepare, clean and keep meeting rooms ready for use – help to prepare and facilitate external or internal meetings, video conference or training sessions;
• Liaise with external office service providers on a continuous or case-by-case basis;
• Liaise with internal facility management team
• Assure workplace security and safety in cooperation with external, legally authorized third-party provider (“QUIRON PREVENCION”) and our internal department;
• Waste & recycling management;
• Manage building and door access control and working time control of employees;
  
  

• Organize and supervise external service providers;
• Organize and supervise procurement of office material, drinks, etc.
• Check, confirm and upload facility-related invoices onto relevant Finance system (SAP Concur).
  
  

• Handling mails and courrier ;
• Prepare and issue fundamental documents, such as, for instance NDAs and release letters;
• Assist with bulk copying and scanning.
  
  

• Meetings management
• Manage expenses submission
• Manage travel, restaurant, hotel bookings
• Presentations and document preparation support
• Conference and events support
  
  

• Assure smooth travel management in cooperation with external service provider.
• Supervise observation of Sompo Travel Guidelines.
• Support the organisation of external or internal corporate events
  
  

• Assume responsibilities that are tied to the reception area.
• Greet visitors (clients/brokers) with a professional, welcoming and positive attitude.
  
  

• Nivel de experiencia---
• Tipo de contratoA tiempo completo
• Publicada27 oct.

. Office

Executive Assistant & Workplace Manager | Madrid

Monex is a leading global financial solutions provider, offering a complete set of tools to support business growth and strategic financial operations.

We specialise in FX risk management and international payments, helping corporate and institutional clients design tailored FX solutions to navigate currency volatility with confidence. Our team of FX specialists implement well-considered currency strategies, offering dedicated support to help clients manage their payment needs – whether for goods, services, or direct investments.

In 2023, Monex facilitated $309 billion in FX turnover, managed $10.7 billion in assets, and processed 8.5 million transactions. With offices across North America (Canada, the US, and Mexico), Asia (Singapore), and Europe (the UK, Spain, and the Netherlands), we serve over 66,000 clients worldwide.

By combining global reach with deep local market expertise, Monex enhances businesses with a suite of financial solutions and FX market analysis to help optimise efficiency, mitigate currency risk, and protect margins in an increasingly complex financial landscape. Our corporate client experience is further enhanced by our dedicated sector expertise across a range of industries.

Job Overview

The Executive Assistant & Workplace Manager is responsible for providing high-level administrative support to the CEO Spain while ensuring the smooth and efficient operation of the Madrid office.

This hybrid role combines traditional executive assistant duties—such as calendar management, travel coordination, and communication handling—with office management responsibilities including vendor coordination, health & safety compliance, and general workplace administration.

The role is pivotal in maintaining operational excellence and supporting leadership and staff across various business functions.

Key Responsibilities & Accountabilities

Acting in accordance with GDPR for all client/employee data.

General Office Administration (all Staff)

• Ensuring that all communal business areas (e.g. Reception, Kitchen, Print Areas, Meeting rooms) are tidy and well maintained;
• Effective maintenance of office supplies (e.g.: Office Equipment, Stationary, Kitchen Supplies: Tea, Coffee & Milk etc.);
• Be the person of contact for the building management;
• Manage relationships with external providers;
• Arrange meetings, booking rooms, equipment and lunches when required;
• Management of incoming/outgoing post for the Company;
• Desk set-up for new starters.
• Management and administration of digital certificates for authorized personnel, including processing with certifying entities such as FNMT, BdE, and Cifrados, ensuring their availability and proper functioning to facilitate the electronic signing of documents by directors.
• Secure maintenance and custody of all digital certificates to facilitate the management and signing of documents with director authorization
• Answer telephone calls, ascertaining their nature and importance, and resolving a range of customer enquiries
• Managing Workday requests for the CEO
  
  

• Responsible for liaising with the Building Management and Maintenance teams to ensure that the office is kept maintained to the necessary standards and that building related updates (e.g. building access changes etc.) are clearly communicated to employees when appropriate;
• Responsible for Health and Safety, Fire Safety and First Aid – ensuring that Monex complies with its Legal and Operational responsibilities including the appointment & training of First Aiders, Fire Wardens etc.
  
  

• Booking of national and international Travel & Accommodation for Front and Back office staff in accordance with Company policies;
• Booking of Couriers and Taxi’s in accordance with Company policies;
• Assist with any Covid related travel requirements.
  
  

• Prepare Sales reports and individual performance reports;
• Prepare monthly reports for the local teams and ad hoc reports as and when required;
• Support the preparation of information for internal and external audits.
  
  

• Collate and prepare invoices for payment;
• Assist to maintain accurate and up to date supplier records;
• Assist Madrid Finance team to investigate and resolve any discrepancies or misallocated costs;
• Complete accurate end-of-month expense reports.
  
  

• Assist with Onboarding (Request office access passes, etc.) and Offboarding;
• Management of ‘staff birthday list’ organising cards/gifts as appropriate (in accordance with the necessary HR and Compliance policies).
  
  

• Organise and coordinate local company events and team-building activities;
• Project work;
• Ad-hoc tasks as and when required to support the Madrid Office.