{"id":2439269,"url":"https://alion.io/job/icg-executive-assistant-office-coordinator","title":"Executive Assistant & Office Coordinator","company":{"id":703938,"name":"ICG","domain":"icgam.com","url":"https://alion.io/company/icg-4","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"A","score":88,"open_postings":3,"ghost_share":0,"stale_share":0.667,"repost_share":0,"time_to_fill_p50_days":19,"computed_at":"2026-10-13T05:45:00Z"}},"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":"explicit","locations":["Madrid, Spain"],"countries":["ES"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":20000,"max_usd":41000,"period":"year","method":"role_country_seniority_unknown","sample_n":15},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-10-13T11:36:35Z","employer_posted_date":"2026-10-13","last_verified_at":"2026-10-13T21:06:27Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"Job Title: Executive Assistant & Office Coordinator\nContract Type: Permanent, full time\nLocation: Madrid, Spain\nICG is a successful global FTSE 100 listed investment company that supports companies in the long term and enables growth. In March 2003, we opened our Madrid office, an important step for our presence in the Iberia and Spanish-speaking region. Since then, we have been continuously growing our business: our Spanish team has grown to 10 and is getting bigger with two additional Managing Directors due on board in the coming months. This role is therefore being hired to support this business growth and will be working closely with our trusted and highly respected Office Manager who has over two decades tenure.\nLocated in the heart of Serrano, our office offers a modern, bright, and professional working environment. We are proud of our collaborative culture and the strong sense of teamwork that underpins everything we do. As part of the Operations team, you will work closely with the Office Manager to ensure the office runs efficiently and remains a welcoming space for employees and visitors alike. From coordinating office activities to supporting colleagues with day-to-day requirements, you will make a valuable contribution to the smooth functioning of the business and help our investment teams focus on their core responsibilities.\nSummary of our opportunity\nThis is an excellent opportunity for a highly organised, proactive and service-oriented professional to play a key role in the day-to-day operations of a fast-paced, high-performing and collaborative international business. The position offers broad exposure across executive support, office management and business operations, providing valuable insight into the financial services industry.\nWorking closely with our experienced Office Manager and senior investment professionals, you will be central to the smooth running of the Madrid office. Success in this role will require strong organisational skills, sound judgement, exceptional attention to detail, and the ability to build effective relationships across all levels of the organisation.\nYou will provide a combination of executive, administrative and reception support to the Madrid-based team and visiting colleagues and clients. In addition, you will become part of ICG's global Executive Assistant community of more than 45 professionals across Europe, the Middle East, North America and Asia-Pacific, offering opportunities to collaborate internationally and contribute to wider business initiatives.\nThe position will report to our Head of Spain and will be fully office-based, Monday to Friday. Our normal office hours run from 9 a.m. to 6 p.m. with a 1 hour lunch break.\nCandidates should have the ability to flex these hours as reasonably needed to support out of office meetings.\nRole Responsibilities\nGreet & welcome guests upon arrival at the office with enthusiasm and professionalism.\nDirect visitors to the appropriate meeting rooms and ensure clients and guests receive a professional and welcoming experience, including the provision of refreshments.\nMaintain tidy and presentable reception area, send and distribute mail/packages/couriers.\nManage catering orders, meeting rooms and office supplies (inc. beverages and snacks) as required.\nAnswer, screen, and forward incoming phone calls \nSupport the onboarding and offboarding of employees in Spain, working with central support functions to ensure the appropriate hand-over and de/activation of equipment and systems access.\nCoordinate with building management and external vendors to resolve office maintenance issues and oversee any office improvement or refurbishment projects.\nManaging team calendars including scheduling meetings, calls and ensuring smooth diary alignment.\nArrange complex domestic and international travel, including flights, accommodation, itineraries and expense management.\nPrepare and manage professional correspondence and communications in both English and Spanish as required.\nSystem and data management support including updating the HR system with absence and holidays, updating contacts and system filing\nProvide back-up online coverage/support to administrative team across EMEA region as needed. \nAssist with ad-hoc administrative duties/projects, as needed including those involving team or business events, space planning, facilities or human resources management. \nEnsure office policies, internal procedures, and corporate compliance are followed, updated, and effectively communicated\nSupport aspects of space/infrastructure planning (e.g. moves, additions, changes to workstations) and provide answers, resources, and solutions when requested in liaison with IT specialists for systems and hardware issues\nCollaborate and liaise with Global Facilities Management, International Office Managers and Executive Assistants, Human Resources, Legal, Compliance, Technology and other Corporate Business Services, Client Relations and Investment teams\nEssential Key Requirements\nPrevious experience in providing office / front of house and administrative support to professionals.\nExperience supporting senior executives, including diary management, travel coordination and stakeholder engagement.\nExcellent interpersonal skills -communicates clearly and effectively at all levels in English and Spanish.\nProficiency in Microsoft Office Suite including Outlook, Word, Excel and PowerPoint and relevant office management software.\nHighly motivated with the ability to work independently, prioritise competing demands and exercise sound judgement.\nQuick to learn new processes and systems, with a proactive, solutions-oriented mindset and the ability to deliver high-quality work in a fast-paced environment.\nUnderstanding of confidentiality issues and use of discretion in handling such matters.\nWilling to go the extra mile to ensure smooth office operations and executive support.\nAdaptable to changing priorities and able to manage various tasks simultaneously.\nSelf-driven with a proactive approach to problem-solving and improving office procedures.\nAccuracy and attention to detail whilst working to meet strict deadlines.\nDemonstrates the highest levels of professionalism, integrity, discretion and reliability.\nDesirable\nFamiliarity with corporate compliance and internal procedures in a regulated industry\nPrior experience within banking, financial services or commercial industry a plus \nOur Global Benefits Framework is centred around these 3 key attributes:\nWellbeing - Supporting your mental, physical and financial wellbeing as well as your lifestyle needs.\nInclusivity - Fit for purpose and competitive, no matter who or where you are.\nLongevity - Long Term and sustainable in design.\nInclusion is one of ICG’s key values and we are committed to creating an equitable and inclusive workplace for everyone. By welcoming different perspectives, we strengthen ICG’s performance, enrich decision-making and contribute to better outcomes for our clients, colleagues, and the markets we serve. Accordingly, our recruitment processes provide equal employment opportunities to all applicants and employees, regardless of age, ethnicity, disability, sex, gender, sexual orientation, religion, or any other characteristic protected by local law.\nWe are equally committed to delivering an inclusive and accessible candidate experience. If you require information in an alternative format, additional time for assessments, an adjusted interview schedule, or any other support during the recruitment process, please let us know.","description_format":"text","description_chars":7581,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"Spanish","level":"All levels","optional":false},{"language":"English","level":"All levels","optional":false}]},"benefits":[],"hiring_locations":[{"name":"Spain","iso":"ES","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Business & SME Lending","Asset Management & Funds","Private Equity"],"lifecycle":[{"event":"open","at":"2026-10-13T11:36:35Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":0,"expected_fill_days":19,"reasons":["conf:8","win:early"],"computed_at":"2026-10-14T05:56:41Z"},"pay":null,"html_url":"https://alion.io/job/icg-executive-assistant-office-coordinator","json_url":"https://alion.io/job/icg-executive-assistant-office-coordinator.json","meta":{"generated_at":"2026-10-14T05:56:41Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":7537,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-15T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":703938},"rest":"https://alion.io/mcp/rest/get_company?id=703938"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Ficg-executive-assistant-office-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Ficg-executive-assistant-office-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Ficg-executive-assistant-office-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/icg-executive-assistant-office-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Ficg-executive-assistant-office-coordinator"}]}