Administrative Assistant
Hybrid · Madrid, Madrid, Spain
Job Summary
Administrative Assistant needed to provide administrative and organizational support to the Open Lab Team in Spain. Responsibilities include coordinating Governing Board logistics (invites, venues, taxis, meals), coordinating Open Lab fellows’ arrivals/leavings and related relocation tasks, handling IT access and onboarding paperwork, coordinating customer incorporation activities (laptops, access cards, documentation, Spanish lessons, lockers), processing monthly/quarterly reports, uploading reports and materials, maintaining content on Open Lab pages and LinkedIn, organizing Open Lab seminars and monthly scientific meetings, and communicating with global health medicines admin to update distributions. Requires bilingual English/Spanish communication, proficiency with Teams/Outlook/Word/Excel, strong confidentiality, exceptional organizational and multitasking abilities, ability to work independently or in a team, and a flexible schedule (part-time, 20 hours/week, remote Mondays and Fridays, with early start windows). The role is based in Madrid, Spain, with hybrid remote work arrangement.
Required Qualifications
- A degree or equivalent experience required.
- Professional written and verbal communication skills in English and Spanish.
- Advance/expert level in Teams, Outlook, Word, Excel.
- Excellent prioritization and problem-solving skills.
- Experience dealing with highly confidential information; manage confidential information with absolute discretion and respect.
- Good communication and organizational skills with ability to interact with all levels of management and staff.
- Demonstrated proficiency, confidence, and discretion in interpersonal and team skills to interface with personnel from all geographies of a global company.
- Organized with strong attention to detail.
- Professional oral and written communication skills.
- Accountability for own actions.
- Able to work independently as well as in a team.
- Conscientious and high-quality delivery of work under pressure.
- Remote work on Mondays and Fridays
- Support for Governing Board organization (2 days/year)
- 1-2 days per year for board logistics (logistics coordination)
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