Gaucin PA · EA & Secretarial Job Listings

Indeed

Office Manager

**Office Manager – Marbella** We are seeking a **dynamic, solutions\-driven Office Manager** to support the efficient daily operations of our Marbella office. The ideal candidate is proactive, resourceful, energetic, and able to navigate tasks with a “find\-a\-way” attitude. This role requires a high degree of honesty, discretion, and professionalism, as well as a naturally joyful and positive temperament. The selected candidate will work **alongside our current Office Manager**, providing support and ensuring seamless continuity of operations. This collaboration is essential so that the office runs consistently and smoothly, even when one manager is unavailable. **Key Responsibilities** **Office Operations \& Administration** * Oversee the smooth daily running of the office, ensuring an organized, welcoming, and efficient work environment. * Support the existing Office Manager in managing supplies, maintenance, vendor relationships, and daily logistics. * Coordinate internal communications, meeting schedules, and office calendars. **Town Hall \& Official Filings** * Handle interactions with local authorities, including Town Hall procedures, registrations, licenses, permits, and documentation. * Prepare and submit forms, track approvals, and ensure compliance with local administrative requirements. **Executive \& Personal Assistance** * Provide personal assistant support to office leadership and, when required, to selected clients. * Manage travel arrangements, reservations, appointments, and personal errands. * Maintain absolute confidentiality with both personal and business\-related information. **Client Hospitality \& Concierge Support** * Provide concierge\-style services such as restaurant bookings, transportation coordination, event arrangements, and lifestyle support. * Help create an exceptional experience for office visitors and occasional VIP clients. **Problem\-Solving \& Initiative** * Approach challenges with creativity and independence, finding solutions even in complex or unclear situations. * Anticipate needs and stay ahead of ongoing projects and operational demands. **Required Qualities \& Skills** * **Highly dynamic, positive, and adaptable** personality. * **Exceptional trustworthiness, honesty, and discretion.** * Strong organizational and multitasking skills. * Excellent communication skills in English; Spanish highly preferred (additional languages a plus). * Proactive, resourceful, and dependable. * Warm, kind, and client\-service oriented demeanor. * Comfortable working across both administrative and concierge\-style tasks. **Experience** * Experience in office management, personal assistance, hospitality, or similar administrative roles is highly valued. * Familiarity with Spanish public administration and local procedures is a strong advantage. * Experience working within a team\-based administrative environment is appreciated. Monthly salary is Net with 14 payments/year. Tipo de puesto: Jornada completa, Contrato indefinido Sueldo: 160\.000,00€ al mes Preguntas para la solicitud: * Must have own car Experiencia: * Office Management: 5 años (Obligatorio) Idioma: * English (Obligatorio) Ubicación del trabajo: Empleo presencial

Av. Severo Ochoa, 1a, 29603 Marbella, Málaga, Spain

€ 160,000/year

Executive Administrative Assistant to Director64146507664771121

Indeed

Executive Administrative Assistant to Director

We are a growing property maintenance company seeking a **responsible, honest, and trustworthy Executive Administrative Assistant** to support our Business Director. This role requires a highly organised professional with excellent communication skills who can handle both business and personal support tasks. This is a **hybrid position**. Initial training, assessment, and in\-office work will take place at the Director’s home\-office environment. Key Responsibilities * Work directly with the Director on varied ad\-hoc projects and initiatives * Project coordination and support * Chasing payments and assisting with bookkeeping * Monitoring, screening, and responding to communications * Preparing and editing correspondence, reports, presentations, and documents * Conducting research, collecting data, and preparing analysis and reports * Assisting with quotations, invoices, and accounts * Supporting staff recruitment (interviewing and hiring) * Coordinating with IT team and contractors on projects * Attending virtual meetings with clients and taking follow\-up actions * Managing outsourcing tasks and general office administration Early Goals * Implement a new software system for field workers * Set up performance monitoring for new and existing office staff * Analyse the existing workload to identify new opportunities * Assist with development into new niche markets within the industry Skills \& Experience Required * Proficient verbal and written business English with excellent attention to detail * Communicative Spanish language skills (spoken and written) * Prior administration experience (Executive Assistant/PA experience is an advantage) * Strong knowledge of Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Drive, Gmail) * Excellent organisational, coordination, and time management skills * Strong interpersonal and communication skills, able to interact at all levels * Confident problem solver with the ability to work independently and as part of a team * Professional, respectful, and proactive approach when dealing with clients, contractors, suppliers, and staff Personal Qualities We Value * Trustworthy with confidential matters * Outstanding organisational and time management abilities * Professional and respectful telephone manner * Flexible and willing to handle additional ad\-hoc duties when needed * Self\-motivated, exercising good judgement and common sense * Willingness to learn, develop, and grow with the business What We Offer * Opportunity to work directly with the company Director in a dynamic role * Hybrid working arrangement with flexibility * A chance to make a significant impact on the business during an exciting growth phase * Career progression within the company over time We are ideally looking for someone to start **as soon as possible**, but we are willing to wait for the right person. Job Type: Full\-time Pay: 1,700\.00€ \- 2,100\.00€ per month Education: * Bachelor's (Preferred) Experience: * administrative: 2 years (Required) Language: * Spanish (Preferred) * English (Required) Work Location: Hybrid remote in 11310 Sotogrande, Cádiz

6JCW+7C Santa Margarita, Spain

€ 1,700-2,100/month

Personal Assistant to CEO64146507703811122

Indeed

Personal Assistant to CEO

### **About Adrian Magnus \| Part of Carazo Enterprise SL** Adrian Magnus is part of Carazo Enterprise SL, a premium cigar distribution company established in 2012\. With over 40 professionals, we manage the distribution of 30\+ premium cigar brands across Europe, the U.S., and Latin America. Our mission is to bring the world’s finest handcrafted cigars to enthusiasts with precision, integrity, and a deep respect for tradition. Operating from hubs in Madrid, Marbella, Gran Canaria, Panama, and Costa Rica, we are driven by quality, heritage, and customer satisfaction in every market we serve. ### **Position Summary** As a Personal Assistant, you will support an executive with a mix of personal and professional responsibilities including travel arrangements, document preparation, scheduling, and logistics. The ideal candidate is highly organized, multilingual, presentable, and confident in international settings. This is a remote, full\-time role with potential travel requirements across Europe. ### **Key Responsibilities** * Coordinate travel logistics, visa applications, and personal scheduling * Support with both administrative and operational personal tasks * Manage appointments, reminders, and calendar changes with accuracy * Assist with occasional business\-related follow\-up and communication * Prepare reports, documents, and presentations when needed * Handle logistical coordination for international events or exhibitions * Maintain discretion and confidentiality at all times **Requirements** * English – minimum C1 level – mandatory * Russian \- mandatory * Spanish – prefered (eligible for $200/month bonus if fluent) * German – prefered * University degree – required * 1–2 years of proven experience as a personal assistant * EU residency or valid residence permit – strong advantage ### **Ideal Candidate Profile** * Professional, well\-presented, and confident during travel or public engagements * Highly organized with excellent time management skills * Discreet and able to handle sensitive information * Able to take initiative and anticipate needs without micromanagement * Willing to occasionally travel for international assignments **Benefits** * Competitive, stable monthly salary * Additional monthly bonus for Spanish fluency * Opportunity to work closely with executive leadership * International exposure and professional development * Collaborative and professional global work environment * **Compensation**: $1300/$1600 month base salary \+ $200/month bonus for Spanish fluency

C. Bahía, 10, 29670 San Pedro Alcántara, Málaga, Spain

€ 1,300-1,600/month

Executive Assistant to the Group CEO63840712969857123

Indeed

Executive Assistant to the Group CEO

**Job Title**: Executive Assistant to the Group CEO **Location**: Marbella, Helsingborg **Department**: Executive Office **Reports to**: CEO **Employment Type**: Full\-time **About Us** Assist24 is a dynamic and fast\-growing company at the forefront of the roadside assistance industry. We are seeking an experienced, highly organized, and proactive Executive Assistant to support our CEO. This is a pivotal role that requires exceptional multitasking abilities, outstanding communication skills, and the ability to handle confidential information with discretion. You will be a critical partner to the CEO, ensuring the smooth operation of daily activities. **Key Responsibilities** * **Administrative Support**: Provide comprehensive administrative support, including managing calendars, scheduling meetings, booking travel, taking notes, administrate board platform, agreement management and preparing materials for meetings. * **Communication Liaison**: Act as the primary point of contact between the CEO and internal/external stakeholders, including executives, clients, board members, and employees. * **Meeting Coordination**: Organize and coordinate meetings, prepare agendas, and take detailed minutes om meetings. Ensure the CEO is well\-prepared for all engagements. * **Project Management**: Assist with high\-level projects, tracking progress, ensuring deadlines are met, and providing updates to the CEO as needed. * **Information Management**: Handle confidential and sensitive and personal information with the utmost discretion. Organize files, documents, and correspondence efficiently. * **Event Planning**: Plan and execute internal and external events for the CEO, such as company meetings, executive retreats, or client dinners. * **Travel Coordination**: Arrange all aspects of travel for the CEO, including flights, accommodation, ground transportation, and itineraries. * **Executive Reporting**: Draft and prepare reports, presentations, and other materials for executive and board meetings. **Qualifications** * **Experience**: Minimum of 3 years of experience as an Executive Assistant to C\-level executives or similar roles. * **Education**: Bachelor’s degree in Business Administration, Communications, or related field is preferred. * **Skills**: * + Exceptional organizational and time management skills. + Strong verbal and written communication abilities. + High attention to detail and accuracy. + Ability to work in a fast\-paced, high\-pressure environment while maintaining a positive attitude. + Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management tools. * **Attributes**: * + Proactive and self\-motivated with the ability to anticipate the CEO’s needs. + Ability to handle confidential information with integrity and discretion. + Strong problem\-solving skills and the ability to make sound decisions. + Flexibility and adaptability to changing priorities and tasks. **Why Join Us?** * **Growth Opportunities**: Be part of a high\-performing team in a rapidly expanding organization. * **Dynamic Work Environment**: Experience a fast\-paced and exciting atmosphere where your contributions are valued. * **Comprehensive Benefits**: We offer a competitive salary, and opportunities for professional development. If you're a proactive, detail\-oriented professional who thrives in a dynamic environment and is ready to support our CEO in driving success, we want to hear from you! **To Apply**: Please send your resume and a cover letter detailing your experience and why you’re the ideal candidate for this position here!

C. Reino de Aragón, 9, 29601 Marbella, Málaga, Spain

Guests Relation Manager63840712950785124

Indeed

Guests Relation Manager

**RESPONSIBILITIES AND FUNCTIONS** Guest Relations Executive (duty manager) is part of the Guest Services department and reports directly to the Guest Service Manager and Associate Guest Service Manager. Together with the Guest Relations team, they support the hotel's daily operations, ensuring that guests receive a quality service in line with the property's quality standards. They assist the Guest Services Manager and Associate Guest Service Manager in daily tasks. Their responsibilities include the following: * Ensure and maintain order in the daily operations of the department. * Maintain proper information flow among the Guest Relations department staff. * Serve as the first point of contact for guests staying at the hotel, before, during, and after their stay. * Responsible for managing requests, complaints, and incidents received by Guest Services Assistants. * Must ensure responses to requests, guaranteeing that guest needs are met in a personalized manner to achieve maximum customer satisfaction while maintaining and following company standards and those of Leading Hotels of The World. * Resolve and manage any incident experienced by the guest before, during, and after their stay, ensuring a solution that satisfies both the guest's and the company's interests. * Conduct detailed follow-up on all incidents, ensuring all complaints are resolved and the guest is satisfied with the provided solution prior to departure. * Ensure that such complaints are properly recorded in the system and internal tracking reports. * Escalate complaints to the Guest Service Manager and/or Associate Guest Service Manager when necessary. * Ensure that the Guest Service Manager and/or Associate Guest Service Manager are informed about daily operations and any information that could affect the guest's stay. * Assist the Guest Service Manager and Associate Guest Service Manager in supervising the department and share their responsibilities in their absence. * Supervise, direct, and coordinate the Guest Services team in their assigned daily tasks during morning and afternoon shifts. Ensure the team performs their daily duties efficiently and effectively. * Assist the Guest Service Manager and/or Associate Guest Service Manager in maintaining a positive work environment among team members. * Ensure that Guest Services department members comply with the standards set by the company as well as departmental objectives established by management. * Ensure that department members know and apply all Leading Hotels of The World standards. * Keep the team informed of any relevant information regarding hotel operations, ensuring awareness of all offers and services provided to guests. * Ensure effective communication between the Guest Services department and other hotel departments. * Act as Lobby Manager, coordinating the smooth flow of guests and staff along with the Guest Service Manager and/or Associate Guest Service Manager. * Assist the Guest Service Manager and/or Associate Guest Service Manager in organizing guest arrivals, paying special attention to VIP guests. * Review guest preferences prior to arrival and ensure they are met when necessary. * Coordinate guest arrivals with relevant departments when required. * Welcome guests upon arrival at the hotel together with the Guest Service Manager and/or Associate Guest Service Manager and the rest of the team. * Monitor guest stays, paying special attention to VIPs, together with the Guest Service Manager and/or Associate Guest Service Manager and the rest of the department. * Bid farewell to guests with a warm goodbye, ensuring their stay was pleasant, together with the rest of the team, the Guest Service Manager, and/or Associate Guest Service Manager. * Perform various departmental tasks when necessary. * Review social media and customer satisfaction platforms daily, responding when required by the Guest Service Manager and/or Associate Guest Service Manager. * Maintain a high level of quality and excellence for and on behalf of the guest. * Inform guests about the hotel's services and dining options. * Promote and sell all services, amenities, and programs offered by the hotel. * Safeguard their work area, equipment, stored valuables, and the hotel lobby area. * Carry out additional tasks as requested by the Guest Service Manager and/or Associate Guest Service Manager and hotel management. * Notify responsible departments of any defects or incidents in common areas of the hotel, including guest rooms. **Personal Characteristics** * Polite and pleasant demeanor. Dynamic and innovative. * Proactive. * Team-oriented. * Good communication skills. * Must enjoy achieving goals. * Must care about personal appearance. * Requires a character committed to continuous self-improvement. **Requirements** * Previous experience in a position of responsibility within the hospitality industry focused on customer service. * Positive attitude and strong communication skills. * Calm, efficient, organized, and detail-oriented. * Ability to work in a team and maintain a positive work environment. * Experience in complaint and conflict resolution. * Negotiation and decision-making skills. * Problem-solving abilities regarding guest complaints. * Capable of promoting the hotel's various outlets and services. * Professional appearance. * Prior experience with operating systems such as Opera. * Solid knowledge of Microsoft Office suite. * Availability to work rotating shifts. * Immediate availability. * Class B1 driver's license. **Education** * Higher education degree in Accommodation or a university degree. **Languages** * Spanish and English (spoken and written), advanced level. * Additional languages will be valued. **Specific Requirements:** Previous experience as assistant manager in the Front Office area within an international chain.

Av. Severo Ochoa, 1a, 29603 Marbella, Málaga, Spain

Administrative Executive to Corporate Executive Chef63840696107907125

Indeed

Administrative Executive to Corporate Executive Chef

Do you want to be part of a high-level culinary team and participate in the coordination of international operations? As Assistant to the Corporate Executive Chef, your role will be key in ensuring that every kitchen within the group maintains established excellence standards. This position will be based in Marbella. Your responsibilities will include supporting daily and administrative management, as well as implementing and monitoring quality, sustainability, and food safety standards. Additionally, you will collaborate in the continuous training of the culinary team and work closely with chefs, area managers, and other departments to ensure efficient operations and top-quality gastronomic experiences. **What will you do on a day-to-day basis?** * Support the Corporate Executive Chef in managing the group’s daily culinary operations. * Coordinate administrative tasks: scheduling, vacation tracking, organizing task forces, opening new operations, and supporting budget preparation. * Supervise compliance with HACCP systems and associated documentation, ensuring all kitchens meet the highest hygiene, safety, and food handling standards. * Organize and follow up on monthly inventories and stock control (rotation, expiration, quality). * Collaborate in purchase planning and supplier relations, monitoring cost efficiency and product quality. * Support the design and optimization of kitchens and equipment to ensure an efficient and safe workflow. * Coordinate with engineering and maintenance teams for prompt resolution of equipment issues and scheduling preventive maintenance. * Provide support in food costing across different outlets, monitoring expenses and proposing cost-saving measures. * Actively participate in the launch of new projects and operations (on-site or remotely), assisting in team preparation, OS\&E, and operational standards. * Work closely with Human Resources on culinary team documentation (leave records, vacations, evaluations, probation periods, travel, etc.). * Coordinate and support ongoing kitchen staff training in safety, hygiene, and quality standards. * Assist in preparing and following up internal and external audits, as well as sustainability initiatives and contingency plans. * Maintain clear and timely communication with head chefs, restaurant managers, and other departments, ensuring information is shared effectively. * Supervise and validate BEOs (Banquet Event Orders) and cross\-charge processes to ensure accuracy and coordination during events. * Support the management of large events, special menus, and high-profile functions. **What do we need from you?** * Previous experience in culinary management or corporate support roles, preferably in hotels, resorts, or restaurant groups. * Advanced knowledge of HACCP, hygiene, and food regulations. * Strong administrative skills: budget control, inventory planning, reporting, and document management. * Excellent organizational and problem-solving abilities. * Ability to work in multicultural environments and coordinate with multiple departments. * High proficiency in spoken and written English and Spanish. * Flexibility to travel or support special operations and international openings. **What do we offer?** Puente Romano Marbella offers you an exceptional and enriching experience. We are located in an exclusive, internationally renowned setting. Together with other establishments, we are part of the Luxury Hotel Partners group. As ***Leading Hotels of the World***, we are committed to maintaining the highest standards of excellence and prestige. Additionally, we have our own **collective agreement** that ensures favorable working conditions tailored to the team's needs. You will become part of a large company with **over 1,500 professionals** from diverse sectors and cultures. You will have access to **training activities** that support your professional and personal development. We also offer internal opportunities for **growth and mobility** within the company. We provide our own **preventive health service**, including an **in-house doctor**, to safeguard your health and safety at work. We also offer a ***Club Benefits*** program for team members, providing promotions and discounts at numerous establishments and services. You will join a **dynamic and collaborative environment**, where you can participate in events and activities for the entire team. We also contribute to charitable events and sustainability projects, actively supporting the community and the environment. Join our team and become part of the extraordinary!

Av. Severo Ochoa, 1a, 29603 Marbella, Málaga, Spain

Indeed

Personal Assistant

We are looking for a personal assistant to join a dynamic team. Although not essential, training and previous experience in personal or administrative support tasks will be valued positively. The position requires availability to work full-time and manage various responsibilities efficiently and discreetly. A contract according to the collective agreement is offered. We are seeking an organized, proactive individual with strong communication skills. Proficiency in office software at user level is required.

C. Reino de Aragón, 9, 29601 Marbella, Málaga, Spain