Descripción de la oferta
Job Description
We are seeking to hire an Office Manager based in our Madrid Office. This individual will be the heart of the office - ensuring smooth day-to-day operations, supporting a high-performance sales team.
How you'll spend your time
Administrative & Operational Management
Manage monthly invoices directly with suppliers.
Liaise with Corporate Services for invoices, risk prevention, and related issues. Risk prevention locally is in Spanish.
Oversee cleaning services and resolve any incidents.
Handle building‑related matters and requests from London / Ameriprise. Handle Spanish customs when packages arrive.
Purchase office supplies and consumables (including coffee, milk, and biscuits).
Maintain office inventory and merchandising stock.
Manage printer‑related activities (paper, ink, and maintenance).
Ensure smooth day‑to‑day office operations.
Technical & Maintenance Support
Coordinate external technical visits.
Address IT issues within the office promptly.
Travel & Logistics Coordination
Organise external visits (catering, meeting room setup, refreshments).
Coordinate internal office agenda (meeting, team lunches).
Book restaurants, taxis, flights, and hotels.
Manage client travel arrangements to London.
Provide logistical support for LATAM operations.
Oversee shipping and courier services, including issue resolution.
Financial & Compliance Management (assist branch manager with)
Help manage and report expenses.
Help process travel‑related expenses (train tickets, flights, hotels).
Help ensure communication and compliance with regulatory requirements (CNMV, taxes).
Help conduct vendor risk assessments.
Team Support
Print presentations and prepare meeting materials.
Request and follow up in presentations from London to ensure timely delivery.
Review presentations and comments, and chase updates as needed.
Help manage expenses report process.
Update presentations when required.
Send training reminders.
Assist with client event management and resolve any issues.
Support in finalising client lunches and dinners (restaurant bookings and confirmations).
Personnel Management
Manage onboarding and offboarding processes.
Maintain the team vacation calendar.
Coordinate agendas for PMs, CPMs, and TT with marketing PR meetings.
To be successful in this role you will have...
Proven experience as an Office Administrator or Personal Assistant (financial services experience strongly preferred).
Advanced proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams and OneDrive; Salesforce experience desirable.
Excellent written and verbal communication skills in Spanish and English.
High attention to detail, professionalism, and client‑first mindset.
Ability to work independently and handle sensitive information with discretion.
In-Office Collaboration
We are a client‑centric, relationship‑based business. Working together, in‑person, is foundational to how we achieve results. By fostering a culture of face‑to‑face collaboration, idea sharing, productivity and personal connection, we deliver for our stakeholders - clients, advisors, employees and shareholders. Our employees work in the office at least four (4) days per week, with flexibility to work from home one (1) day per week. Some roles may require additional in‑office time or different in‑office expectations, and specific requirements will be discussed during the hiring process.
Full Time
Permanent
Business Support & Operations
Columbia Threadneedle is a people business, and we recognise that our success is due to our talented people, who bring diversity of thought, complementary skills and capabilities. We are committed to fostering an inclusive and performance‑based culture where everyone can belong, grow, contribute and realise their potential.
We appreciate that work‑life balance is an important factor for many when considering their next move so please discuss any flexible working requirements directly with your recruiter.
Columbia Threadneedle Investments is an equal opportunity employer. We consider all qualified applicants without regard to racial or ethnic background, religion or belief, sex or gender, nationality, genetic information, age, sexual orientation, gender identity, disability, marital status, pregnancy or maternity or any other basis prohibited by law.
We are committed to fostering an inclusive and accessible recruitment process for individuals with disabilities. If you require a reasonable accommodation to aid your participation in the application or interview process, speak to your recruiter to discuss how we can support you.
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