Main Tasks
In coordination with the relevant Club de Madrid Secretariat staff and under the supervision of the Events Manager, the Logistics and Events Assistant will be responsible for, among others, the following tasks:
Participant Logistics
Identify the most suitable travel itineraries for participants and staff, considering schedules, costs, travel preferences and operational requirements, taking into account budget availability;
Manage flight bookings, hotel reservations and other travel-related services obtaining the necessary authorizations;
Prepare and maintain travel trackers, accommodation lists and participant logistics databases;
Prepare travel itineraries and logistical documentation for participants;
Manage travel changes, cancellations and last-minute travel incidents;
Arrange travel insurance when required.
Visas and Travel Documentation
Research entry requirements using official government sources;
Prepare invitation letters and supporting documentation for visa applications;
Follow up on visa application processes with participants and relevant authorities.
Maintain updated travel documentation records for all participants.
Participant Coordination
Maintain and update participant logistics databases;
Prepare and send logistical communications related to flights, accommodation, transfers and practical travel information;
Coordinate airport transfers and other participant logistical requirements;
Follow up on travel confirmations and logistical arrangements before each activity.
Event Operations Support
Support the Events Manager in the logistical preparation and implementation of Club de Madrid’s activities
Provide operational support during events;
Prepare accreditation materials, participant lists and logistical documentation;
Coordination with transport companies, hotels and other logistics providers;
Carry out administrative and logistical follow-up tasks related to events (expenditure authorization, budgeting, follow-up of invoices…);
Online Events:
Assist in, and in some cases coordinate under the supervision of the Events Manager, the preparation, design and implementation of the events, including:
the creation of the Graphic Contents on the events online (invitation, banners…);
implementation using Zoom, Meets, Teams or other online applications;
provide support to the participants for online events, solving problems they may have.
Other
Perform any other duties assigned to him/her within the scope of the position.
Perfil:
University Degree or Higher Vocational Training (CFGS);
At least 2 years of professional experience in travel logistics, event logistics or similar positions;
Native Spanish or English, with a good working knowledge of the other language. Knowledge of additional languages will be considered an asset;
Experience with travel booking systems. Experience with event management platforms and AI tools will be considered an asset;
Excellent command of Microsoft Office, particularly Excel;
Strong organizational skills with the ability to manage multiple tasks simultaneously and maintain accurate records;
Detail-oriented, proactive and service-minded;
Availability to travel occasionally.
Competencias:
Iniciativa y autonomía, Capacidad de aprendizaje, Flexibilidad, Organización y planificación, Fiabilidad técnica y personal, Comunicación interpersonal, Trabajo en equipo, Diplomacia y “saber estar”
Nivel:
Empleado
Tipo de contrato:
Jornada completa
Duración:
Indefinido
Salario:
Entre 18.001 y 24.000 € bruto/anual
Estudios mínimos:
Diplomado
Experiencia mínima:
Al menos 2 años
Fecha de inicio:
03/08/2026
Nº de vacantes:
1
