Admin assistant

The Administrative Assistant provides day-to-day support to ensure the smooth running of our clients Madrid office.

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This role supports local teams and works closely with colleagues in Finance, IT, HR, and other global departments on administrative and project-related tasks.

Key Responsibilities: Provide administrative support to local teams and, when needed, global cross-functional teams.

Prepare and edit documents, reports, spreadsheets, presentations, and other business materials.

Manage calendars, schedule appointments, and coordinate meetings.

Organize meetings and events, including room bookings, materials, catering, and teleconferences.

Arrange domestic and international travel, including transportation, accommodation, and visa requirements.

Process expense reports, invoices, payments, and petty cash in coordination with the local accounting partner.

Create professional presentations for internal and external audiences using PowerPoint.

Handle general office administration, including filing, shipping, phone support, and office supplies.

Maintain office operations, coordinate equipment needs, and liaise with property management on facility matters.

Escalate complaints, quality issues, or adverse events to the designated responsible person.

Coordinate with local and global IT support teams.

Attend meetings, take minutes, track action items, and follow up as required.

Update and maintain customer information in the company CRM system when needed.

Support additional projects and administrative tasks as assigned.

Key Requirements: At least 2 years of administrative support experience, preferably in the pharmaceutical, biotechnology, or related industry.

Bachelor's degree preferred.

Experience managing multiple calendars, travel arrangements, and special projects.

Advanced proficiency in Microsoft Office, especially PowerPoint, Excel, and Word.

Strong written and verbal communication skills in both Spanish and English.

Ability to work independently and collaboratively in a fast-paced, international environment.

Strong organizational, planning, and time-management skills.

Excellent problem-solving abilities and adaptability to changing priorities.

Ability to handle confidential information with professionalism and discretion.

About Planet Pharma: Planet Pharma is an American parented Employment Business/Agency that provides global staffing services with its head-quarters in Chicago and our EMEA regional office located in Central London.

We have invested significantly in creating a robust international platform that enables us to work compliantly in 30 countries with a current network of 2500 active contractors globally as well as a very strong permanent / direct hire recruitment offering.

Our specialist knowledge and close relationships with our clients and the wider industry really makes us unique in our field.

Just recently we were recognised by FORBES as the 17th best professional staffing firm, and have won multiple awards from industry accredited bodies for our commitment to excellence and service delivery.

We have extensive functional expertise including: Regulatory Affairs, Pharmacovigilance, QA, QC, Submissions experts, Clinical development, Quality, Biostatistics, and Medical Affairs / Writing. xpzdshu

We are an equal opportunities Recruitment Business and Agency.

We welcome applications from all suitably qualified candidates regardless of their race, sex, disability, religion/belief, sexual orientation or age.

Please click ‘apply’ or contact Charlotte Fagan (Recruitment Manager) at Planet Pharma for more information: E: .uk T: 442070764110