Secretariat and HR Support

August 6, 2026

Secretariat and HR Support

Adepa Global Services Spain

Solutions for ideas in a Global Financial World

Adepa is an independent global leading provider of Investment Fund and Corporate Services, Private Equity & Real Estate administration, UCITS V Management Company and Asset Management addressed to institutional and professional investors around the globe. Founded in 1980 and currently headquartered in Luxembourg, Adepa provides clients with support oriented to give tailor-made solutions for ideas in a global financial world in Luxembourg, Italy, Spain and Chile.

Corporate Secretariat & Support

We are looking for a proactive, organized, and people-oriented Secretariat & HR Assistant to support our Madrid office and contribute to the smooth running of both administrative and HR operations. This role is ideal for someone who enjoys working in a dynamic international environment, managing multiple priorities, and providing high-quality support to employees and management.

Main responsibilities:

Manage incoming calls, emails, and correspondence with professionalism and discretion.
Schedule appointments, coordinate meetings, and manage calendars.
Prepare documents, reports, presentations, and internal communications.
Support daily office operations and ensure an efficient working environment.
Organize travel arrangements, accommodation, and related logistics.
Coordinate facilities management activities, including office maintenance and workplace health and safety requirements.
Welcome visitors, candidates, and new employees, providing front-desk support when needed.
Coordinate office supplies, purchases, and relationships with external vendors and service providers.
Assist in the organization of internal meetings, company events, and team activities.
Maintain office records and ensure administrative documentation is up to date.

HR Support

Support the HR team in recruitment processes, including interview scheduling and candidate communication
Assist with onboarding and offboarding processes, ensuring a positive employee experience.
Maintain and update employee records and HR systems, ensuring data accuracy and confidentiality.
Prepare HR-related documentation, such as employment certificates, contracts, and internal communications.
Assist with employee engagement and employer branding activities
Support HR projects and other administrative tasks related to the employee lifecycle.
Collaborate in HR reporting and the preparation of HR metrics and statistics.

Qualifications and experience

Highly organized with excellent planning and time-management skills.
Strong communication skills, both written and verbal.
Service-oriented mindset with the ability to build positive relationships at all levels of the organization.
Problem-solving skills with a proactive, flexible and continuous-improvement mindset.
Ability to work independently while managing multiple priorities and deadlines.
High level of discretion and professionalism when handling confidential information.
Attention to detail and commitment to accuracy.
Team player with a positive attitude and strong interpersonal skills.
Availability for occasional business travel if required.
Previous experience in an administrative, executive assistant, office management, or HR support role.
Experience supporting senior leadership and/or international teams is highly valued.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Experience working with HRIS platforms and maintaining employee data.
Experience preparing reports, presentations, and confidential documentation.
Understanding of HR administrative processes and employee lifecycle activities.
Fluent English and Spanish (written and spoken).
Additional languages will be considered an advantage.

Want to join a growing Entrepreneurial, Intercultural, International and Independent Global Asset Servicing Company?

You identify yourself in this description?

We are waiting for your application!
Please send your CV and motivation letter to careers@adepa.com

Adepa Global Services Spain

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