Operations and Administrative Support

About Us

• At EY wavespace Madrid
• AI & Data CoE, we are a diverse, multicultural team at the forefront of technological innovation, working with cutting-edge technologies like Gen AI, data analytics, robotics, etc. Our center is dedicated to exploring the future of AI and Data.

As we rapidly grow, we are seeking a highly organized and proactive Operations and Administrative Support with 3–5 years of relevant experience and a strong foundation in administrative and operational tasks.

The ideal candidate will demonstrate excellent written and verbal communication skills in both English and Spanish, and bring a structured, detail-oriented approach to managing multiple priorities in a dynamic environment.

This role plays a key part in ensuring the seamless day-to-day operations of EY wavespace Madrid, supporting both operational excellence and administrative efficiency while collaborating closely with cross-functional teams.

Key Responsibilities: Operations & Facility Coordination

• Manage team calendars, scheduling, and meeting coordination to ensure efficient use of time and resources

• Coordinate end-to-end event logistics, acting as the central point of contact between internal stakeholders (A/V, facilities, maintenance, security, office supplies) and external partners (catering providers, agencies, and vendors)

• Oversee workspace and space utilization, ensuring optimal environment readiness for events and activities

• Manage procurement activities, including sourcing and organizing materials and supplies

• Arrange travel logistics, monitor and process invoicing related to operational activities

Administrative & Financial Support

• Manage vendor onboarding and ensure compliance with internal systems and certification processes

• Coordinate closely with procurement and legal teams to facilitate contract preparation, review, and execution

• Support contract lifecycle management, maintaining accurate documentation and tracking deadlines

• Monitor costs and support budget tracking to ensure financial control and transparency

• Billing processes and ensure accurate and timely financial administration

Requirements :

• Bachelor’s degree or vocational training in business administration, finance or any relevant discipline

• Fluency in English and Spanish

• 3-5 years of relevant experience

• Highly organized with strong attention to detail and a structured, hands-on working style

• Proven ability to manage multiple tasks and priorities simultaneously in a fast-paced environment

• Strong interpersonal and communication skills, with the ability to collaborate effectively across teams

• Proactive problem-solver with a strong sense of ownership and accountability

• Comfortable working with diverse stakeholders and cross-functional teams

• Experience with SAP or similar financial systems is an advantage, though not mandatory

If this sounds like you, please apply using your English CV. Our commitment to diversity & inclusion

We are genuinely passionate about inclusion and we support individuals of all groups; we do not discriminate on the basis of race, religion, gender, sexual orientation, or disability status.