{"id":869681,"url":"https://alion.io/job/causa-prima-executive-assistant","title":"Executive Assistant","company":{"id":456176,"name":"Causa Prima","domain":"causaprima.ai","url":"https://alion.io/company/causa-prima","size_band":"51-200","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Ashby","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Madrid, Spain"],"countries":["ES"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":22000,"max_usd":48000,"period":"year","method":"role_country_seniority_unknown","sample_n":23},"experience_years_min":null,"visa_sponsorship":true,"relocation_package":false,"has_equity":false,"technologies":[{"name":"AI Agents","optional":false},{"name":"ChatGPT","optional":false},{"name":"Claude","optional":false}],"status":"live","first_seen_at":"2026-09-11T14:55:47Z","employer_posted_date":"2026-09-11","last_verified_at":"2026-11-04T07:15:24Z","board_verified":true,"closed_at":null,"days_open":53,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":53},"description":"You'll keep Causa Prima running day to day. Calendars, travel, the Madrid workspace, merch, visitors, the hundred small things that make a company feel organised or chaotic depending on who's holding them. Here, that's you.\nWe're a growing team across Madrid and Munich with leadership that travels a lot. Your job is to keep them focused on customers and product by taking everything else off their plate. Nobody will hand you a process; you build it and then keep it running.\nThis is an operational, day-to-day role, and we're hiring someone who wants exactly that. A well-defined job, done very well, inside a team that will notice and appreciate the difference you make.\nWhat you'll do\nOwn the founders' calendars. Three people, two time zones minimum, constant customer and investor meetings. You schedule, reschedule, protect focus time, and make sure nobody turns up to the wrong call or misses a flight because two things overlapped.\n\nBook and rebook travel. Flights, hotels, trains, ground transport across Europe and to the US and Middle East. Plans change the night before; you already have the alternative.\n\nRun the Madrid workspace. We're in a coworking today: supplies, access, guests, deliveries, the small frictions that add up. Within six months we move into our own office, and you'll handle the move and everything that comes with running it afterwards.\n\nKeep the team happy in tangible ways. Merch and new-joiner kits, team lunches, offsite logistics, birthdays, the coffee that people actually drink. You notice what's missing before anyone asks.\n\nHandle the admin that has no other owner. Supplier contact, invoices and receipts to our finance team, courier and visitor coordination, documents that need a signature or a stamp. If it's small, recurring, and keeps the company running, it lands with you.\n\nAutomate what repeats. Everybody at Causa Prima is an engineer. That means you don't do the same task by hand twice. You'll use AI agents to draft the itinerary, triage the inbox, compare hotel options, and chase the receipt, and you'll have access to the best automation tools on the market to do it. If a workflow can run itself, you make it run itself.\n\nCover the personal side too. Keeping the founders at their best is part of keeping the company running. Some of what lands on your desk is personal: a package to return, a visa renewal to chase, a Saturday table for six, a cancelled flight to rebook. Every hour you take off their plate goes back to our customers and product.\n\nWhat we're looking for\nExperience doing exactly this. Two or more years as an executive or personal assistant, ideally supporting more than one person, in an international company where the working language was English.\n\nEnglish you can work in. Emails, calls with a US hotel desk, a message from a founder at 8 am. It doesn't need to be flawless. It needs to be reliable.\n\nAlready in Madrid, with the right to work in Spain. We're not able to sponsor visas for this role.\n\nCalm when plans change. A cancelled flight at 22:00 is a logistics problem, not a crisis, and you've solved a few of them.\n\nDiscretion by default. You'll see calendars, contracts, personal details and conversations that aren't yours to repeat.\n\nCurious about AI, already using it. You've used ChatGPT, Claude, or similar to get real work done in the last month, and you're keen to go further. We'll show you what we run on and expect you to pick it up fast.\n\nWorking English. Spanish is a plus for dealing with local suppliers and landlords.\n\nNice to have\nYou've supported founders or a leadership team at a startup or scale-up.\n\nYou've organised an office move or set up a new workspace from scratch.\n\nYou've run team events or offsites for 20+ people end to end.\n\nThis is a wishlist, not a checklist. 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