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The Brattle Group is an equal opportunity employer. As such, it adheres to an employment policy which prohibits discriminatory practices or harassment against applicants or employees based on race, color, creed, religion, citizenship status, national origin, ancestry, sex, gender identity, age, height, weight, domestic partner status, Acquired Immune Deficiency Syndrome or HIV status (AIDS/HIV status), sexual orientation, disability (where the applicant or employee is qualified to perform the essential functions of the job with or without reasonable accommodation), marital status, veteran status, political affiliation, or any other legally impermissible factor. Additionally, The Brattle Group complies with all applicable state and federal employment laws.

The Brattle Group is also an Affirmative Action employer of Minorities, Females, Protected Veterans and Individuals with Disabilities. Furthermore, in order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans’ Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act (JVA) of 2002, and Title I of the Americans with Disabilities Act of 1990, applicants that require accommodation in the job application process may contact +1.202.955.5050 (phone) or +1.202.419.3335 (fax) for assistance. Please reference this statement and the position title in your communications.


Contract Operations Assistant

Location: Madrid, SP

Description

THE POSITION

The Brattle Group is seeking a flexible and motivated individual with excellent organizational and administrative support skills for a full-time contract Operations Assistant position in our Madrid office.

 

This position assists the Madrid Administrative Team with providing support to the Madrid principals and project team in the areas of document and billing assistance, file maintenance, travel planning, catering/meeting set up, and other general administrative and office needs. This position is responsible for providing reception coverage for the Madrid office.  This position reports to the Madrid Office Manager and to the European BSS Manager.

 

Some of the day-to-day responsibilities of this role include:

  • Managing Principals day-to-day schedules/tasks, suggest ways to maximize time; keep calendars updated;
  • Scheduling Principals and team’s travel, preparing and maintaining travel itineraries as needed;
  • Assisting in the preparation of project documents, providing editing and proofreading support for work products;
  • Coordinating all relevant Principals meetings; providing conference room set-up and clean-up including placing catering orders and assisting with video and webinar support;
  • Performing copying, binding, faxing, scanning, and materials distribution as requested in a timely matter;
  • Assisting in reconciliation and processing of expenses, preparing and submitting expense reports;
  • Working with Accounting to perform monthly billing and budget tracking, ensuring billing worksheets are accurate; alerting Principal/project manager and Accounting of any potential issues;
  • Keeping track of project contracts to see if there are any special invoicing instructions or rate agreements;
  • Initiating and/or coordinating project start forms, conflict checks, and proposals with Principals;
  • Providing reception desk coverage;
  • Collaborating with Marketing to maintain client listings in firm’s internal contacts database, provide updates on Principals’ business development activity and ensure that Principal bios are current;
  • Assisting Human Resources by coordinating relevant Principals’ calendars for performance review and recruiting efforts; alert Human Resources of any potential issues or conflicts;
  • Assisting the IT department with set up of new computers and any Madrid IT queries;
  • Processing all incoming and outgoing mail, including maintenance of postage machine and booking all courier requests;
  • Maintaining a tidy and presentable reception, kitchen and office area;
  • Manage relationship with vendors and replenish supplies according to office needs.

 

THE CANDIDATE

The position requires strong organizational, time management and communication skills, as well as the ability to handle numerous projects and deliverables.

 

Other requirements include:

  • College degree required or equivalent experience;
  • Requires a minimum of three (3) years administrative support experience, preferably in a professional services;
  • Advance knowledge of Word, PowerPoint, and Outlook required; solid understanding of Excel expected;
  • Exceptional customer service skills and a strong willingness to go above and beyond;
  • Ability to adapt easily to change;
  • Efficiency with multiple tasks in a fast-paced environment;
  • Willingness to work in a collegial team environment;
  • Ability to exercise flexibility and appropriate judgment;
  • Acute attention to detail skills and ability to produce visually appealing error-free work;
  • Fluency in Spanish and English required.

 

In order to be considered for this position, you must apply below, by submitting a cover letter and resume.

 

The Brattle Group is an equal opportunity employer: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran




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