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- Tasks: Manage daily office operations and support the sales team in Madrid.
- Company: Vanguard is a leading investment management firm with a client-first approach.
- Benefits: Enjoy a hybrid working model, flexibility, and a collaborative culture.
- Why this job: Be a key player in a new office, shaping processes and making an impact.
- Qualifications: Fluent in Spanish and English, with relevant office management experience.
- Other info: Join us in the vibrant Barrio de Salamanca, Madrid.
The predicted salary is between 36000 - 60000 £ per year.
As Office Manager you will take responsibility for managing all daily office operations onsite in our new office in Madrid.
About Vanguard Spain
Vanguard is a company built on the simple premise that an investment firm should manage its funds solely in the interests of its clients. Since establishing the first indexed mutual fund in the U.S. in 1976, Vanguard has grown into one of the world’s largest and most respected investment management companies. Globally, Vanguard manages some 10.4 trillion US Dollars on behalf of our clients. Our experience in Europe is a compelling 15-year growth story and we are excited to invite applications for vacancies in our new Spain office in Madrid. We have worked with clients in Spain for many years and have deep rooted client relationships on the ground. Opening the office in Madrid will allow us to broaden and deepen those relationships with wholesale and adviser clients. Spain is one of the largest investment management markets in Europe but is characterised by low penetration of indexing and ETFs. As one of the largest passive and active investment managers in the world, Vanguard is well positioned to help Spanish investors understand the benefits of low-cost index funds and ETFs.
About the role
As Office Manager you will take responsibility for managing all daily office operations. You will support the local management and sales team and work closely with the Sales Support Associate to ensure client queries are dealt with quickly and professionally. This is a new office for Vanguard, and you will be a key part of the newly established team, setting up the processes and ways of working. In this role you will be trusted face of Vanguard for many of our internal and external stakeholders and a critical part of our success in Spain.
Responsibilities
- Provide administrative and facilities support to the senior management and sales team in Spain, working closely with other departments across Europe such as HR, Finance, and Corporate Security to ensure the smooth running of the Madrid office.
- Schedule travel arrangements for leaders and assist with planning and hosting events.
- Prepare documents and presentations to the sales team to support with client interactions.
- Document and implement office procedures and protocols in accordance with Vanguard policies.
- Support efforts to increase efficiency, work productivity, and the crew experience.
- Order and maintain the inventory of office supplies for team.
- Interact with vendors and manage the payment process.
- Maintain the implementation and ongoing maintenance of record-keeping and filing systems, both physical and digital documents.
- Communicate with internal and external teams to carry out standard procedures such as maintenance, deliveries, Business Continuity Planning, fire drills etc.
- Log invoices and send to Accounts Payable.
- Responds to vendor invoice queries.
- Participate in special projects and performs other duties as assigned.
Qualifications
- Related office management, corporate reception or professional administrative experience, ideally in a financial or professional services firm.
- Fluent Spanish and English language skills, to business proficiency level.
- Undergraduate degree or equivalent combination of training and experience.
Our office in Madrid
We are in the process of establishing our new office in Madrid in the Barrio de Salamanca region. This job will be based there.
How We Work
Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.
Office Manager, Vanguard Spain (based in Madrid) employer: The Vanguard Group
Contact Detail:
The Vanguard Group Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Manager, Vanguard Spain (based in Madrid)
✨Tip Number 1
Familiarise yourself with Vanguard's values and mission. Understanding their commitment to client interests and low-cost investment strategies will help you align your responses during interviews and demonstrate your enthusiasm for the role.
✨Tip Number 2
Network with current or former employees of Vanguard, especially those in office management roles. They can provide valuable insights into the company culture and expectations, which can be beneficial when discussing your fit for the position.
✨Tip Number 3
Prepare to discuss your experience in managing office operations and how you've implemented processes in previous roles. Be ready to share specific examples that highlight your organisational skills and ability to enhance efficiency.
✨Tip Number 4
Showcase your bilingual skills in Spanish and English during any interactions. Being fluent in both languages is crucial for this role, so practice articulating your thoughts clearly in both languages to demonstrate your proficiency.
We think you need these skills to ace Office Manager, Vanguard Spain (based in Madrid)
Some tips for your application 🫡
Understand the Role: Before applying, make sure you fully understand the responsibilities of the Office Manager position at Vanguard Spain. Tailor your application to highlight relevant experience in office management and administrative support.
Highlight Language Skills: Since fluency in both Spanish and English is required, ensure that your language skills are prominently featured in your CV and cover letter. Provide examples of how you've used these skills in a professional setting.
Showcase Relevant Experience: Emphasise any previous experience in financial or professional services firms. Detail specific tasks you've managed that align with the responsibilities listed in the job description, such as scheduling travel or managing office supplies.
Craft a Strong Cover Letter: Write a compelling cover letter that not only expresses your interest in the role but also demonstrates your understanding of Vanguard's mission and values. Mention how you can contribute to the success of the new office in Madrid.
How to prepare for a job interview at The Vanguard Group
✨Know Vanguard's Values
Familiarise yourself with Vanguard's mission and values, especially their commitment to client interests. Understanding their approach to investment management will help you align your answers with their ethos during the interview.
✨Demonstrate Organisational Skills
As an Office Manager, you'll need to showcase your ability to manage multiple tasks efficiently. Prepare examples from your past experience where you've successfully handled office operations or administrative duties, highlighting your organisational skills.
✨Prepare for Scenario Questions
Expect questions that assess how you would handle specific situations, such as managing vendor relationships or resolving client queries. Think of relevant scenarios from your previous roles and be ready to discuss your thought process and outcomes.
✨Showcase Your Language Proficiency
Since fluency in both Spanish and English is crucial for this role, be prepared to demonstrate your language skills during the interview. You might be asked to switch between languages or respond to questions in both, so practice beforehand.
