Executive Assistant to CEO (Spain, Remote m/d/f)
The successful candidate will provide support and assistance to the Group Leader and the administration of the Advanced Electronics Materials and Devices (AEMD) Group of ICN2.
Responsibilities
* Daily assistance to the Group Leader and the rest of the group. Attend meetings as required by the Group Leader, preparing agendas, and recording minutes, following up actions, prioritising as appropriate. This requires the post-holder to be aware of project priorities and pressures and be sensitive to the management and strategic direction of these activities.
* Complete projects and special assignments by establishing objectives; determine priorities; manage time effectively; cooperate with others; engage in problem‑solving and monitor progress.
* Handle sensitive information and maintain confidentiality of all personal and corporate matters.
* Engage with multiple stakeholders, internally and externally, using judgement and discretion.
* Be responsible for managing the agenda proactively, scheduling executive appointments and meetings, maintaining the group calendar, answering/screening/routing telephone calls and preparing expense reports.
* Prepare executive presentations, make travel arrangements, and coordinate the administrative work within the department/division, working with other departments/divisions and companies.
* Oversee the organization of activities in the Group offices such as executive visits, team activities, cross‑country team meetings, and coordination with universities for PhD follow‑up and undergraduate students (thesis defence, student follow‑up, etc.).
* Track the activities of the AEMD Group (team members, thesis projects, publications, group activities, patents, and others).
* Assist the team in accessing scientific facilities, PhD enrolments, and holiday requests.
* Assist the Project Manager with vacancy/position preparation, collecting documents for open‑access requests, collecting invoices for project justifications, managing the group website, and updating the group social media channel.
* Typically work on multiple issues/projects simultaneously.
Requirements
Knowledge and professional experience
* 2 years equivalent experience working within a similar fast‑paced environment with proven relevant experience of supporting senior‑level management.
* Proven track record with travel logistics, scheduling, follow‑up, execution, presentation skills, meeting management, and client relationships.
* Experience in research centres is valued.
* International experience is valued.
* Experience with WordPress is valued.
Competences
* B2 in English. Fluency in spoken and written English is mandatory.
* Strong organizational skills and the ability to prioritise multiple tasks with meticulous attention to detail.
* Process‑improvement mindset and aptitude for solving complex issues creatively and effectively.
* High proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social‑media web platforms.
* Strong interpersonal skills and the ability to build relationships with key stakeholders.
* High level of confidentiality, integrity, and reliability.
* Fluent Catalan and/or Spanish, both spoken and written, is mandatory.
Summary of conditions
* Full‑time work.
* Salary will depend on qualifications and demonstrated experience.
* Support for relocation issues.
* Life insurance.
* Work‑life balance and flexibility with flexible work schedules.
* 28 holidays per year.
* Flexible compensation plan: tax advantages with contract for certain products (health insurance, childcare, training, among others).
* International environment.
Estimated incorporation date: as soon as possible.
Seniority level
* Associate
Employment type
* Full‑time
Job function
* Other and Administrative
Industries
* Research
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