About the Position:
A leading multinational company in the healthcare and biotechnology sector is seeking to hire a Management Assistant / Executive adm.
In this role, you will be the key operational pillar responsible for centralizing, coordinating, and executing the daily administrative and logistical workflows for the Chief Operating Officer (COO), Vice Presidents (VPs), and the Digital Management team. We are looking for an eminently practical, methodical, and solution-oriented professional who thrives on bringing order, structure, and efficiency to a fast-paced corporate environment.
Key Responsibilities:
* Manage and guarantee seamless day-to-day operations and administrative workflows within the center.
* Implement and optimize internal organizational tools to improve overall efficiency and ensure strict alignment with corporate compliance policies.
* Create, process, and track purchase orders (POs) and invoices related to operational projects and team activities.
* Consolidate and organize basic financial data to assist in monitoring and controlling the local operational budget.
* Coordinate complex international travel arrangements and logistics, including detailed itineraries, transport booking, visa processing, and required documentation.
* Review, process, and validate expense reports in accordance with corporate guidelines and deadlines.
* Provide full logistical support for site-level events, such as annual meetings, cross-site committees, and Town Halls.
* Coordinate and manage shared physical spaces and auditoriums, ensuring necessary technical resources, catering setup, and smooth execution of video conferences.
* Greet, coordinate, and host international visitors and external stakeholders, ensuring a welcoming experience aligned with corporate standards.
* Screen incoming communications and manage daily correspondence with a high level of professionalism, discretion, and strict confidentiality.
Profile Requirements:
* Experience: Minimum of 7-10 years of solid experience in department support, commercial/operations assistance, or management support roles, preferably within a matrix organization or global corporate environment.
* Languages: Full professional proficiency in English (essential for handling international communications, vendor negotiations, and travel logistics). Native or bilingual fluency in Spanish and Catalan.
* Digital Tools: Advanced user of Microsoft 365 (Word, Excel for budget tracking, PowerPoint, and Teams). Prior experience working with SAP or other corporate expense management systems (e.G., Concur) is highly valued.
* Core Competencies: Exceptionally organized, detail-oriented, with a high tolerance for multitasking and a strong vocation for administrative service. Proven ability to work independently following established corporate procedures.