Asistente Ejecutivo a y de Operaciones

Role overview

Legados is seeking an Executive Assistant & Operations Assistant to support internal coordination and ensure smooth day-to-day operations. The role focuses on agenda management, meeting/event logistics, document organization, and cross-functional operational support.

Responsibilities

Executive support & internal coordination

• Organize team agendas, meetings, and travel.
• Take notes and prepare meeting minutes (actas) for internal and external meetings.
• Follow up on decisions, agreements, and assigned tasks.
• Maintain updated institutional calendars and planning documents.
• Support preparation of presentations, reports, and materials for leadership and partner meetings.

Documental & administrative management

• Organize and maintain physical and digital files.
• Support management of contracts, agreements, and institutional documentation.
• Coordinate information gathering for audits, reports, and internal processes.
• Ensure proper application of administrative and filing procedures.

Event logistics

• Support planning of meetings, trainings, and events (internal and external).
• Manage reservations, vendors, and logistical materials.
• Coordinate communication with participants and partners before and after events.
• Ensure events run with order, punctuality, and attention to detail.

Cross-functional operational support

• Work with Programs, Finance, and Communications teams on operational tasks.
• Implement improvements to internal processes and management tools.
• Help maintain a collaborative, efficient, positive work environment.

Requirements

• 2–4 years of experience in administrative support, executive assistance, or operations coordination.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and priorities independently with judgment.
• Proficiency with office tools: Google Workspace, Excel, Docs, Calendar, Drive.
• Ability to write meeting minutes, reports, and internal communications clearly and precisely.
• Native Spanish and advanced English.
• Collaborative mindset, discretion, and ability to work with diverse teams.

Nice to have

• Experience with NGOs, foundations, or social/environmental projects.

Location

• Based in Spain (posting indicates residence anywhere in Spain) and mentions Madrid as the listed location.