María Recalde Rentería

Role Summary:

As the Office Manager & Executive Administrator, you ensure the smooth daily operations of the office while providing high-level support to the executive team. You are the organizational backbone, combining administrative precision with strategic coordination across teams.

Key Responsibilities:

• Office Operations: Manage daily office logistics, vendor relations, and supplies to maintain an efficient and pleasant work environment.

• Executive Support: Oversee calendars, travel arrangements, and meeting coordination for the leadership team. Prepare executive documents and serve as a key communication bridge across departments.

• Administrative Tasks: Handle billing, expense tracking, internal processes, and documentation. Support onboarding and basic HR workflows.

• Culture & Communication: Foster a positive team culture, coordinate internal events, and act as the go-to contact for both internal and external stakeholders.

• Complete ownership of the workplace management and administration of the office, ensuring a smooth running and acting as the key point of contact between Madrid and global headquarters.

• Liaise with providers/suppliers, renegotiate agreements, establish relationships and follow up

• Establish local policy & procedure according to global guidelines, ensuring all objectives are actioned in accordance with local compliance

• Liaise with global IT department to ensure all local IT needs are met

• Sustainability champion- Gather and provide all the required information for the annual sustainability report, roll out sustainability initiatives

• Travel Management:

• Manage the relationship as local travel manager

• Finance (local operating budget):

• Management of local bank accounts & American Express and BTA accounts

• Manage the office budget, monitor spend and prepare annual forecast budget

• Review and control and signature of all the invoices for the Madrid office

• Collaborate with the local service provider and tax for the annual audit

• Liaise with legal & tax suppliers to ensure tax obligations are met

• Act as point of contact for global finance team and liaise to ensure local needs are met

• Payroll and pay slips responsible

• Local Compliance & Health and Safety officer

• Local HR and Relocation officer:

• Responsible for managing new hires and leaves, drafting contracts and settlement agreements and complete onboardings

• Responsible for complex relocation processes

Assistant to Spanish Partner:

• Complex agenda management

• Organizing point-to-point international travel arrangements (flights, car transfers, visas, passports, apartments, hotels)

• Manage execution and filing of NDAs

• Expense reports; check and submission

• Managing partner's contacts, ensuring information up to date

• Developing and managing the local budget, including Portfolio Assets;

• Drafting and supervising monthly and quarterly reports.

• Invoicing control and payment.

• Reconciliation of company expenses.

• Preparing and ensuring compliance of Health and Safety, Data Protection, BCP and Risk prevention, implementing the company policy. Drafting the annual risk report.

• Coordinating with the Systems department the correct operation of all IT equipment.

• Arranging new starters onboarding and supervision as a HR coordinator during trial period.

Executive Assistant to MD:

• Complex agenda management, control of inboxes, scheduling meetings and appointments for Managing Director.

• Organizing point to point travel including hotels, flights, transfers, and visas across time zones.

• Attending meetings and taking minutes.