Office Manager, Vanguard Spain (based in Madrid)

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.

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