Executive & Administrative Assistant en Llinás, España

Reports directly to: General Manager

Palou Motorsport is seeking an experienced, organised and trustworthy Executive & Administrative Assistant to support the General Manager and manage day-to-day financial administration. The role combines the preparation and coordination of client documentation, project follow-up, and the monitoring of invoices, payments and expenses.

Key responsibilities

• Provide direct support to the General Manager, particularly in preparing, reviewing and organising documents relating to client contracts.
• Follow up on selected projects, monitor deadlines, request updates and coordinate with the people involved.
• Manage and check invoices and supporting documents, follow up on missing information and resolve discrepancies with suppliers.
• Check bank transactions against invoices and other supporting records.
• Monitor and verify staff expenses, ensuring that receipts and relevant approvals are in place.
• Prepare and execute payments with the General Manager’s prior authorisation.
• Use A3 accounting software to manage invoice information and support the administrative processes associated with Spain’s SII (Suministro Inmediato de Información) electronic VAT reporting system. Training in A3 and SII will be provided where required.
• Handle management matters, banking information and company financial data with strict confidentiality and discretion.
• Communicate effectively in both English and Spanish with colleagues, clients, suppliers and external advisers.

Candidate profile

• Previous experience in a similar executive support or administrative role, including responsibility for financial administration.
• Fluent written and spoken English and Spanish.
• Proficiency in Microsoft Office or equivalent tools, particularly Excel and Word.
• Excellent organisational skills, attention to detail and the ability to manage several priorities and follow tasks through to completion.
• Strong interpersonal skills and confidence working with a wide range of people.
• A high level of integrity, responsibility and sound judgement when handling confidential information and authorised payments.
• A proactive approach and the ability to work independently while reporting directly to the General Manager.
• Willingness to learn A3 and SII processes; previous knowledge is welcome but not essential. An accounting qualification is not required.