Executive Assistant & Workplace Manager

Executive Assistant & Workplace Manager | Madrid

Monex is a leading global financial solutions provider, offering a complete set of tools to support business growth and strategic financial operations.

We specialise in FX risk management and international payments, helping corporate and institutional clients design tailored FX solutions to navigate currency volatility with confidence. Our team of FX specialists implement well-considered currency strategies, offering dedicated support to help clients manage their payment needs – whether for goods, services, or direct investments.

In 2023, Monex facilitated $309 billion in FX turnover, managed $10.7 billion in assets, and processed 8.5 million transactions. With offices across North America (Canada, the US, and Mexico), Asia (Singapore), and Europe (the UK, Spain, and the Netherlands), we serve over 66,000 clients worldwide.

By combining global reach with deep local market expertise, Monex enhances businesses with a suite of financial solutions and FX market analysis to help optimise efficiency, mitigate currency risk, and protect margins in an increasingly complex financial landscape.  Our corporate client experience is further enhanced by our dedicated sector expertise across a range of industries.

Job Overview

The Executive Assistant & Workplace Manager provides high-level administrative support to the CEO Spain in a hybrid role.

This position combines traditional executive assistant duties—including calendar management, travel coordination, and communication handling—with office management responsibilities such as vendor coordination and workplace administration.

Key Responsibilities & Accountabilities

• General office administration for all staff: maintain office supplies (e.g., equipment, stationery).
• Act as the primary point of contact for Building Management. Liaise with Building Management and Maintenance teams to ensure the office meets required standards. Clearly communicate building-related updates (e.g., access changes) to employees when appropriate.
• Oversee Health and Safety, Fire Safety, and First Aid compliance. Ensure Monex meets all legal and operational obligations, including appointing and training First Aiders, Fire Wardens, and other safety roles.
• Manage relationships with external providers.
• Arrange meetings, including booking rooms, equipment, and lunches.
• Handle incoming and outgoing company post.
• Set up desks for new starters.
• Securely maintain digital certificates to facilitate management and signing of authorized documents.
• Manage Workday requests for the CEO.

Travel

• Book national and international travel and accommodation for the CEO following company policies.
• Book couriers per company guidelines.

Sales Supervision & Reporting

• Support preparation of office information for internal and external audits.

Finance Support

• Collate and prepare invoices for payment; maintain accurate, up-to-date office supplier records.
• Assist the Madrid Finance team in investigating and resolving discrepancies or misallocated costs.

The contents of this job description are not exhaustive. You may also be asked to perform other related duties relevant to the level of your role to meet the ongoing needs of our business.