Office Manager & Personal Assistant

About the role

DUAL, an international underwriting group and part of the Howden insurance group, is looking for an Office Manager and Personal Assistant to support its Madrid office and two senior executives. This is a full-time, permanent, on-site position in Madrid within a dynamic international team across Spain.

Key responsibilities

• Provide trusted PA support to two senior executives: manage busy diaries, priorities, appointments and scheduling conflicts, and act as a professional point of contact for requests and correspondence.
• Organise senior-level meetings, prepare agendas and materials, follow up on key actions, and anticipate deadlines and issues.
• Coordinate domestic and international travel, including itineraries, accommodation and last-minute changes.
• Prepare presentations and management materials, manage executive expenses and approvals, and liaise with senior stakeholders.
• Manage daily office operations and reception in Madrid, welcoming visitors and supporting employees.
• Coordinate administrative and facilities needs of the Barcelona office with local colleagues and service providers.
• Manage suppliers, office supplies, maintenance, deliveries, invoices and other office requests.
• Organise internal meetings and events, work with HR, Finance and IT, and suggest improvements to office processes.

Required profile

• University degree or vocational training in Business Administration, Hospitality, Tourism or a related area.
• Ideally 2-4 years of experience in office management, reception, personal assistance or administrative roles.
• Fluent written and spoken Spanish and English.
• Proactive, discreet, resourceful and service-oriented, with strong interpersonal skills.
• Comfortable working on-site in Madrid in an international environment.

Required skills

• Strong command of Microsoft Office, especially Outlook, Word, Excel and PowerPoint.
• Excellent organisational skills, attention to detail and ability to prioritise competing requests.