Executive Assistant (Part-Time)

We are seeking a highly organised and proactive Executive Assistant to support our Construction Advisory team in Madrid. This role is critical to ensuring the smooth day-to-day operations of a fast-paced, client-facing team working on international projects.

The ideal candidate is detail-oriented, adaptable, and thrives in a dynamic environment, with the ability to manage multiple priorities while maintaining a high level of professionalism and discretion.

Job Responsibilities

• Provide comprehensive administrative support to the Construction Advisory team
• Manage calendars, schedule meetings, and coordinate across multiple time zones
• Organise and coordinate domestic and international travel, including logistics and itineraries
• Support the preparation of presentations, reports, and client-facing materials
• Assist with project coordination, including tracking timelines, deliverables, and key milestones
• Liaise with clients, vendors, and internal stakeholders in a professional and timely manner
• Maintain accurate records and support basic financial tracking and reporting
• Coordinate internal and external meetings, events, and workshops
• Identify opportunities to improve processes and enhance operational efficiency

Required

• Diploma in Business Administration, Management, or a related field
• Proven experience in an Executive Assistant, Administrative, or Operations support role within a fast-paced environment
• Excellent written and verbal communication skills in English and Spanish
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Strong ability to manage multiple priorities and work effectively under pressure

Preferred

• Experience supporting international teams or projects
• Experience in project coordination or administrative/financial tracking
• Proven ability to identify process improvements and drive efficiency
• Experience coordinating events, travel logistics, and client-facing activities
• Background in consulting, engineering, or professional services environments
• Familiarity with ERP systems (e.g., Microsoft Dynamics 365)

Physical and Mental Qualifications

• Exceptional organisational and time management skills with strong attention to detail
• Ability to thrive in a fast-paced, deadline-driven environment
• Strong problem-solving skills and a proactive mindset
• High level of discretion when handling confidential and sensitive information
• Adaptability and flexibility in managing shifting priorities
• Excellent interpersonal skills with the ability to collaborate across teams and functions
• Strong focus and accuracy when managing multiple administrative responsibilities

Some of the Benefits We Have Include

J.S. Held understands all of our employees are people and sometimes life needs flexibility.  We work to always provide an environment that best supports and suits our team’s needs.

• Our flexible work environment allows employees to work remotely when needed
• Generous Annual Leave Policy
• Comprehensive Medical Insurance

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

By submitting your application, you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection, processing, use, and storage of your personal information as required and described therein.

Please explore what we’re all about at www.jsheld.com.

EEO and Job Accommodations

We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!

J.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

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