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For Companies At a Glance
- 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.
This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.
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: Vanguard Group
Contact Detail:
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 client-centric approach will help you align your responses during interviews and demonstrate that you're a good fit for their culture.
✨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 during your application process.
✨Tip Number 3
Brush up on your organisational and multitasking skills. As an Office Manager, you'll need to juggle various tasks efficiently, so consider sharing examples of how you've successfully managed multiple responsibilities in past roles.
✨Tip Number 4
Prepare to discuss your experience with administrative processes and vendor management. Highlighting specific instances where you've improved efficiency or resolved issues will showcase your capability to handle the responsibilities of this role.
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, document preparation, and vendor management.
Craft a Strong Cover Letter: Write a compelling cover letter that not only introduces yourself but also explains why you're a great fit for Vanguard. Mention your enthusiasm for their mission and how you can contribute to the success of the new office in Madrid.
How to prepare for a job interview at Vanguard Group
✨Research Vanguard's Values
Before your interview, take some time to understand Vanguard's core values and mission. This will help you align your answers with what the company stands for, showing that you're a good cultural fit.
✨Prepare for Scenario-Based Questions
As an Office Manager, you'll face various challenges. Be ready to discuss specific scenarios from your past experience where you've successfully managed office operations or resolved conflicts, highlighting your problem-solving skills.
✨Showcase Your Bilingual Skills
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, so practice speaking about your experiences in both.
✨Ask Insightful Questions
At the end of the interview, have a few thoughtful questions ready about the new office in Madrid or Vanguard's plans for growth in Spain. This shows your genuine interest in the role and the company.
