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
  
  

Health & Safety

• 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.
  
  

Travel

• 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.
  
  

Sales Supervision & Reporting

• 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.
  
  

Finance support

• 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.
  
  

HR Support

• 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).
  
  

Other tasks

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

The contents of this job description are not exhaustive. You may also be asked to perform other related duties relevant to the level of your role to meet the ongoing needs of our business.

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!