Executive Assistant

About the role

Causa Prima is a growing team across Madrid and Munich whose leaders travel a lot. This is an operational, day-to-day Executive Assistant role based in Madrid, focused on keeping the founders focused on customers and product by handling everything else. The company is currently in a coworking space and will move into its own office within six months.

Key responsibilities

• Manage the founders' calendars across three people and two time zones, scheduling, rescheduling and protecting focus time
• Book and rebook flights, hotels, trains and ground transport across Europe, the US and the Middle East
• Run the Madrid workspace: supplies, access, guests, deliveries, and later the office move
• Handle team perks such as merch, new-joiner kits, lunches, offsite logistics and birthdays
• Deal with supplier contacts, invoices and receipts, couriers, visitors and documents needing signatures or stamps
• Use AI agents to automate repeated tasks such as drafting itineraries, triaging the inbox, comparing hotels and chasing receipts
• Handle personal matters for the founders, such as packages, visa renewals and rebooking cancelled flights

Required profile

• Two or more years as an executive or personal assistant, ideally supporting more than one person in an international company
• Working English; Spanish is a plus for dealing with local suppliers and landlords
• Already living in Madrid with the right to work in Spain; the company cannot sponsor visas
• Curious about AI and already using tools like ChatGPT or Claude

Nice to have: experience supporting founders at a startup or scale-up, organising an office move, or running team events for 20+ people. The company encourages applications even if not all points are met.