Our client, a venture capital backed bio-tech startup, is looking for a diligent and proactive bilingual Executive Assistant who can provide support to the Chief Executive Officer and Chief Scientific Officer. 

The responsibilities of this role include but are not limited to:

CEO & CSO support (80%): 

• Managing the agendas of both CEO and CSO, diligently coordinating all meetings, appointments, calls and additional events as needed 
• Coordinating complex international and domestic travel arrangements including booking of flights, transport and hotels, gathering appropriate documentation and taking into account different time zones
• Managing the email inboxes of both CEO and CSO, prioritizing by urgency and relevance, acting as a gate keeper for important communication, aiding in responding to incoming requests as needed 
• End to end organising of board meeting logistics, including scheduling, preparing relevant materials (e.g., agenda, formatting presentation materials etc.), and acting on any necessary follow-ups 
• Managing assigned documentation and corporate templates from creation via formatting to filing. 
• Overall split between partners will roughly follow CEO 60-70% and CSO 30-40% 

General team support (10-20%):

• Working with the Office Manager and Head of Operations to track expenses, create reports, coordinate invoices and overall financial budget support
• Assisting in planning off-sites, conferences and events for team, support in daily office management when needed
• Monitoring progress of cross-functional projects, supporting when needed
• Ad hoc administrative tasks as required

Candidates must be comfortable working in English and Spanish, dominate the Microsoft Office package and relevant software (Zoom, etc.). Holding a credible University degree would be considered a plus. Must have previous experience in a PA/Secretarial role. 

The ideal candidate will be highly organised, well presented and comfortable liaising with a high volume of international contacts and stakeholders. They will act as the first point of contact between the company’s management  and external partners while maintaining a high regard for confidentiality/discretion. They should be able to work independently and take initiative to help alleviate the workload of the CEO & CSO. The ideal candidate is willing to be flexible with monitoring communication outside of core work hours such as emails, Teams messages and WhatsApp.

Location – Barcelona 

Salary – €35,000-45,000 + Bonus + Benefits

Timetable – Core work hours 10.00 – 17.00, flexibility outside core work hours required

Hybrid work approach (3 days working from home after successful/satisfactory initiation period) 

Contract – Permanent