Department: Core - Business Infrastructure & Operations

Location: Madrid, Spain

Description

Aurora has an exciting opportunity to join our fast paced, growing company as the Office Manager based in Madrid. In this role, you will be responsible for overseeing the smooth and efficient running of the office and its administrative staff, providing strong and reliable support to company operations, and delivering operational excellence.

The role formally reports to the Senior Business Infrastructure and Operations Manager, EMEA and sits within the wider Core department which comprises the Business Infrastructure and Operations, People & Culture, Finance, and Legal teams.

The ideal candidate will have a high level of confidence to co-ordinate all aspects of the office, providing high quality administrative and organisational support. You will have excellent interpersonal and communication skills and be confident dealing with individuals at all levels with sensitivity, tact, and diplomacy. You will be able to remain calm under pressure, work to tight deadlines, and demonstrate a pro-active approach to planning, delegating and prioritising work.

To be successful in this role, you must be able to think bigger picture but at the same time you are not afraid to roll your sleeves up and get involved in the day-to-day operational work. In addition, you will need to be organised, efficient and have great attention to detail.

Key Responsibilities

• Oversee and maintain office efficiency by maintaining appearance and uninterrupted function of common areas and office equipment, coordinating all facilities requirements, including responsibility for health and safety and physical security measures


• Line management responsibilities of our Business Infrastructure & Operations Assistant


• Manage all aspects of the office's space/infrastructure planning (including but not limited to office moves and changes to desk/workstation layout) providing solutions as needed


• Manage and report on budget for local office activities and purchasing


• Identify and fulfil office supply needs, cultivating, and managing supplier relationships


• Coordinate all operational needs of the office, working with departments like People & Culture, Finance, and IT for support and guidance


• Represent Core in the local office, handling queries and referring them to appropriate Core departments for specialist resolution


• Assist with key processes in collaboration with Core and other departments, such as salary checks for payroll, onboarding new employees, and managing event logistics


• Define, understand and educate the team on correct practices for operational tasks and processes, working with the BIO Manager or central teams where appropriate (e.g., expense policy, booking travel, meeting room use)


• Provide direct administrative support as needed, including scheduling appointments, meetings, booking travel, printing, mail handling, and shipping packages

What we are looking for

Required attributes:

• Previous experience in an international company in an operational role, ideally in a professional services industry


• Relevant experience across multiple operational disciplines, ideally in project management, finance, consulting, start-ups, or other relevant industry track.


• Attention to detail, excellent coordination, time management and organisational skills.


• The ability to draft correspondence and to produce well-presented reports, guidance, and instructions.


• Strong team player with excellent interpersonal skills and the ability to build effective relationships at all levels.


• Adept at managing a varied workload with the ability to multi-task and re-prioritise in a fast-paced and demanding environment.


• Ability to use initiative, forward think and work under pressure, with a willingness to proactively take on new tasks.


• Advanced Microsoft Office skills, particularly Outlook (diary management), MS PowerPoint, Excel & Word.


• Written and spoken fluency in Spanish (C2 level)


• Proficiency in English (C1 level)

Desirable attributes:

• Experience with spreadsheets, database management, or financial reporting


• Knowledge of local employment law and practices

What we offer

Some of the benefits we include are:

• Health & Dental Insurance


• Pluxee Restaurant Card


• Employee Assistance Programme (EAP)


• Flexible Retribution


• Parental Leave

At Aurora, we will consider all requests for flexible working. For most roles, the following types of flexibility are usually possible: a hybrid model of remote and in-office working and flexible start and finish times. Please talk to us during the interview about the flexibility we could offer, and we will be happy to explore the best available option for you.

The Company is committed to the principle that no employee or job applicant shall receive unfavourable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy, and maternity.

To apply, please submit your Résumé / CV, a personal summary, your salary expectations and please inform us of your notice period.