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Causa Prima is seeking an Executive Assistant to manage day-to-day operations for the founders and leadership team across Madrid and Munich offices. This is an operational role focused on keeping leadership focused on customers and product by handling calendars, travel, workspace management, and administrative tasks.
Key Responsibilities:
- Manage calendars for three founders across two time zones, coordinating customer and investor meetings, protecting focus time, and preventing scheduling conflicts
- Book and rebook travel across Europe, US, and Middle East, including flights, hotels, trains, and ground transport, with contingency planning for last-minute changes
- Oversee the Madrid workspace operations in current coworking space and lead transition to new dedicated office within six months
- Organize team logistics including merch, new-joiner kits, team lunches, offsites, and birthday celebrations
- Handle administrative tasks with no other owner: supplier coordination, invoicing, receipts, courier and visitor management, document processing
- Implement automation using AI agents and tools to eliminate repetitive tasks (itinerary drafting, inbox triage, hotel comparison, receipt tracking)
- Support founders' personal needs when relevant to keeping them productive: package returns, visa renewals, personal travel bookings
The role emphasizes building processes from scratch and maintaining them, working within a team of engineers who value automation and efficiency. You'll notice operational gaps before they're flagged and solve them proactively.
Requirements:
- Minimum 2+ years as an executive or personal assistant, ideally supporting multiple people in an international English-speaking company
- Fluent working English (emails, calls, real-time communication)
- Currently based in Madrid with legal right to work in Spain (visa sponsorship not available)
- Calm problem-solving approach to last-minute changes and logistics challenges
- Discretion and confidentiality with sensitive information
- Active AI user (ChatGPT, Claude, or similar) with hands-on experience in the last month and willingness to expand AI usage
- Working Spanish is a plus for local supplier and landlord interactions
Nice to Have:
- Experience supporting startup or scale-up founders/leadership teams
- Office move or new workspace setup experience
- Event or offsite planning for 20+ people
