Legal Executive Assistant – Madrid

About the role

Gibson Dunn, a leading global law firm, is looking for a Legal Executive Assistant to join its Madrid office. The role provides comprehensive administrative support to fee earners, partners and the business development team, ensuring smooth day‑to‑day operations in a fast‑paced legal environment.

Key responsibilities

• Produce, amend and format legal documents, manage track changes and version control using iManage.
• Support monthly billing processes and coordinate with the Accounts team.
• Open new client matters and ensure AML/KYC compliance.
• Maintain the CRM system (InterAction) with client contacts and meeting activity.
• Assist partners and the marketing team with business development events, pitching and meeting logistics.
• Manage diaries, schedule multi‑time‑zone meetings, and handle fee‑earner email monitoring.
• Transcribe digital dictation, perform copy‑typing and handle paper filing/archiving.
• Arrange local and international travel, including visas and accommodation.
• Ensure daily timesheet recording in Expert Time and prepare expense reports using Emburse.
• Handle telephone calls, ad‑hoc photocopying, printing, scanning and software translation requests.

Required profile

• Excellent command of English and Spanish, both written and spoken.
• Strong communication skills and professional demeanor.
• Exceptional organisational and time‑management abilities.
• Ability to work independently and collaboratively within a team.
• High attention to detail and commitment to confidentiality.

Required skills

• Proficiency with iManage for document management.
• Experience using InterAction CRM.
• Familiarity with Expert Time for timesheet recording.
• Ability to prepare expense reports in Emburse.