Office Manager and Executive Assistant to the Managing Director EMECA

Executive Assistant to Managing Director EMECA

We’re looking for an experienced Executive Assistant to provide trusted, confidential support to our Managing Director EMECA, while also taking a leading role in the smooth day-to-day running of our office operations across Spain and Portugal.

This is a varied and highly visible position at the heart of our EMECA business. You’ll work closely with senior leaders and colleagues across HR, Finance, Weir Business Services (WBS), IT and our wider regional teams, helping to keep priorities moving and ensuring our people have a professional, efficient and well-organised environment in which to work.

From managing a complex international diary and coordinating travel, leadership meetings and regional events, through to overseeing suppliers, employee administration and workplace services, you’ll be someone who enjoys bringing structure to a busy environment.

You’ll be trusted to handle sensitive information with discretion, anticipate what is needed, resolve day-to-day issues independently and know when something needs to be escalated.

We are a global leader in mining technology for a sustainable future. We help our customers extract the resources the world needs more efficiently and more sustainably.

Our planet’s future depends on the transition to renewable energy, and that transition can only happen with the metals and minerals our customers deliver. So, we work side by side with mines across the globe to move less rock, use less energy, use water wisely and create less waste.

Together, we drive the shift to smart, efficient and more sustainable mining.

In this role, your impact will be felt across the EMECA leadership team and our operations in Spain and Portugal.

You’ll create the organisation, coordination and structure that allows others to perform at their best, whether that means keeping a demanding international diary on track, ensuring an important leadership meeting runs seamlessly, supporting colleagues locally or improving the way our Madrid office operates.

It’s a role for someone who enjoys being relied upon, takes real ownership of the detail and can build trusted relationships across different teams, countries and levels of seniority.

• →Executive Support: Coordinate the Managing Director’s diary across Spain, Portugal and multiple time zones, managing meetings, resolving scheduling conflicts and escalating priorities when needed. Arrange international travel, accommodation, visas and expenses through approved channels, ensuring everything is accurate and delivered on time.
• →Meeting and Event Coordination: Organise leadership meetings, business reviews, customer visits and regional events, including agendas, pre-read materials, logistics and video conferencing. Record decisions and actions, maintain action trackers and follow up on deadlines.
• →Office Management and Workplace Services: Oversee the day-to-day operation of our Madrid office and provide administrative support across Spain and Portugal. Manage suppliers and service arrangements, track costs and renewals, and support purchasing and supplier onboarding through COUPA. Monitor spend against agreed budgets and identify appropriate savings opportunities.
• →HR and Employee Administration: Act as a local administrative contact for routine HR queries, coordinating onboarding and offboarding, supporting employee benefits and maintaining HR systems such as Sesame. You’ll handle confidential employee information appropriately and collect and verify payroll inputs for timely submission.
• →Finance Coordination: Support WBS and Finance with accounts payable, receivable and banking documentation, while following our established authorisation processes and segregation of duties.
• →Workplace Safety: Support office safety and visitor arrangements, reporting hazards or incidents promptly and contributing to a safe, professional and welcoming workplace.
• →Safety First: Demonstrate 100% commitment to our zero harm behaviours and our ambition to develop a world-class safety culture.
  

• Strong experience across executive support and office administration, ideally within an international or matrix organisation.
• Excellent diary, travel and meeting coordination skills, with the confidence to manage competing priorities and escalate conflicts appropriately.
• Fluent written and spoken Spanish and English.
• Strong working knowledge of Microsoft 365, including Outlook, Word, Excel, PowerPoint and Teams.
• Excellent organisation and attention to detail.
• The discretion and judgement required to handle sensitive and confidential information.
• A proactive approach and the confidence to work independently while building strong relationships across different functions and levels.

• A vocational qualification in business administration or a related field, or equivalent practical experience.
• Experience using SAP or a comparable ERP platform, COUPA and HR/payroll systems.
• Knowledge of Portuguese or another EMECA regional language.
• Experience managing suppliers, purchasing, expenses and administrative budgets.
• Experience supporting senior leaders working across multiple countries and time zones.