Operations and Administrative Support

Location: Madrid
Other locations: Primary Location Only
Salary: Competitive
Date: 26 May 2026
Job description
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Requisition ID: 1713375
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

• 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

• 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

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.

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