Executive Assistant - Onsite (Valencia, Spain)
2 days ago
Madrid
About Scipio & Partners Scipio & Partners is a founder-led strategy consulting and advisory firm working with senior executives, investors, software companies, and international businesses on high-impact strategy, transformation, commercial, operational, and data-related topics. We work in environments where clarity, discretion, and execution quality matter. Our clients and partners often operate at senior leadership level, and the work frequently involves confidential business information, complex stakeholder situations, and time-sensitive decisions. This role is based in Valencia and is designed for someone who wants to support a demanding executive agenda with structure, judgment, reliability, and strong professional communication. The Role We are looking for a highly reliable Executive Assistant to support the Managing Director of Scipio & Partners. This is not a generic administrative role. The purpose of the role is to create operational leverage: protecting executive focus, coordinating schedules and travel, managing administrative workflows, preparing clean documentation, and ensuring that important details are handled accurately, confidentially, and on time. You will work directly with the Managing Director and may also support selected coordination topics involving clients, advisors, suppliers, project partners, and external stakeholders. The role is suited to someone who is calm under pressure, highly organized, discreet, responsive, and comfortable operating in an international professional-services environment. What is Management Consulting? Feel free to check out this free online training: What You Will Own Your responsibilities will fall into five core areas: 1. Executive & Personal Assistance You will manage the Managing Director’s calendar, meetings, priorities, scheduling conflicts, selected personal administrative tasks, and recurring follow-ups, ensuring that professional and agreed private matters are handled with discretion, reliability, and discipline., 2. Firm Operations, Accounting & Administration You will support the firm’s operating backbone, including expenses, receipts, invoices, payment records, bookkeeping inputs, basic administrative documentation, and coordination with the external tax advisor to ensure records are complete, timely, and well-structured., 3. Client, Project & Stakeholder Coordination You will support client and project teams with appointment coordination, meeting logistics, follow-ups, task tracking, incoming calls, and selected communication with clients, suppliers, advisors, applicants, and external stakeholders., 4. Commercial & Legal Documentation Support You will help prepare and coordinate business documents such as proposals, contracts, invoices, client letters, supplier documentation, and other commercial or legal-administrative materials, ensuring that documents are complete, well-formatted, and processed on time., 5. Marketing, LinkedIn & Website Support You will help create and refine LinkedIn posts, basic marketing copy, website content, profile updates, and other firm communication materials, ensuring that external messaging is professional, clear, and aligned with the firm’s positioning., 6. Structure, Confidentiality & Process Reliability You will maintain structure across recurring workflows, deadlines, documents, communication channels, and administrative routines, turning repeated tasks into reliable processes while handling sensitive business and personal information with discretion and sound judgment. The core purpose of the role is simple: reduce operational friction, protect executive attention, support project and commercial execution, and ensure that administrative, financial, legal, and communication details are handled before they become problems. Your Day to Day This is a Valencia-based hybrid role. Regular availability in Valencia is expected, with flexibility for remote work where appropriate and pre-planned. The working environment is professional, international, and detail-heavy. Some tasks will be recurring and structured, such as calendar management, travel booking, expense preparation, and document organization. Other situations will require judgment, prioritization, discretion, and calm communication under time pressure. You will receive direct feedback and clear expectations. Standards for reliability, responsiveness, accuracy, communication quality, and confidentiality are high. This role is a strong fit for someone who values trust, structure, high-quality execution, and professional communication. It is not a strong fit for someone who needs constant supervision, avoids detail-heavy work, or struggles with confidentiality and follow-through. What Success Looks Like After 30 Days: You understand the Managing Director’s operating rhythm, core priorities, communication style, confidentiality expectations, and the firm’s key administrative, travel, accounting, documentation, and back-office workflows. From day one, you take ownership of recurring tasks such as calendar management, travel coordination, expense preparation, invoice handling, accounting documentation, incoming calls, and coordination with the external tax advisor. You demonstrate a high quality standard early: accurate work, clear communication, strong follow-through, and the willingness to learn quickly in a demanding professional-services environment. After 90 Days: You manage standard executive, administrative, accounting, travel, meeting, and stakeholder coordination workflows with limited supervision. As trust builds, you begin supporting selected project coordination topics, basic client-facing logistics, proposal preparation, contract coordination, invoice creation, and other commercial documentation. You show that you can handle a steep learning curve, take feedback seriously, and go the extra mile when the situation requires it. What You Bring Required: Fluent written and spoken English Proven experience in executive assistance, administrative support, office management, operations coordination, or another detail-heavy support role Strong calendar, travel, meeting, and expense-management discipline Excellent written communication and professional judgment High reliability, responsiveness, and attention to detail Strong command of standard office tools, including email, calendar, documents, spreadsheets, and video conferencing tools Ability to manage priorities independently and follow through without repeated reminders Discretion when handling confidential or sensitive information Strong Advantages German language skills Spanish language skills Experience in consulting, professional services, finance, legal, executive search, software, private equity, or another confidential business environment Experience with Google Workspace, Microsoft Office, LinkedIn, CRM tools, travel booking tools, expense tools, Notion, or similar systems Familiarity with international travel coordination and cross-border business communication Signals of Strong Fit You are likely to do well in this role if: You notice inconsistencies before others do You communicate clearly, calmly, and without drama You are comfortable receiving direct feedback You can work with incomplete information without becoming sloppy You understand that confidentiality is not a formality, but a professional obligation You take pride in making someone else’s work more focused, structured, and effective Employment Conditions This is a full-time employment role with an initial six-month probation period. During the probation period, we will assess mutual fit and performance through regular feedback. The main focus areas will be: Reliability and responsiveness Accuracy and attention to detail Ability to manage priorities independently Quality of communication Discretion and confidentiality Follow-through on recurring tasks Recruitment Process The process is expected to include: Review of your CV - please submit your CV in English and ensure it shows your attention to detail (no spelling mistakes, proper design choices > research how a management consulting CV should look and feel like online if required) Interview 1: Personal fit and background, intro to S&P (please inform yourself in advance about the management consulting industry, central players and differences) Interview 2: Case-based interview - Practical role-play based test of your assistant skills around calendar management, prioritization, confidentiality, and communication style Commercial negotiation and Offer The full process takes around 2-3 weeks depending on your and the internal availability of the relevant counterparts. The process is designed to assess both capability and working fit. Salary The total offered day 1 compensation for this role ranges between €25,000 to €35,000 gross annual fixed salary excl. potential additional bonus payments based on performance. The final offer depends on the level of seniority and prior exposure to the industry, working model and performance during the recruiting process. Vacation days: 30; Unpaid time off: Flexible based on current workload. Salaries will be reviewed every 6 months and be adapted based on the performance. Equal Opportunity Statement Scipio & Partners is an equal opportunity employer. Hiring decisions are based on merit, role fit, performance potential, professional conduct, and relevant experience. All qualified applicants will receive consideration regardless of gender, sexual orientation, age, nationality, ethnicity, disability, or any other characteristic protected under applicable law.
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