Administrative Assistant (30 h)

About Baxter Planning

For more than 30 years Baxter Planning has helped the worlds most innovative enterprises transform their Service Supply Chain operations. Our people are our greatest asset and we are committed to fostering a collaborative inclusive and high-performing workplace where employees can thrive.

We areseekinga detail-oriented and proactive Administrative Assistant to support our Barcelona office. This role plays a critical part in delivering a seamless employee experience while ensuring operational and financial processes run efficiently across Spain and in partnership with our U.S. team.

Position Summary

The Administrative Assistantis responsible forsupporting day-to-day office operations HR administrative processes and accounts payable functions for both Spain and the United States. This role is ideal for someone who is highly organized service-oriented and passionate about creating a positive and professional workplace environment.

You will serve as a key connector between employees People & Culture Finance and leadershiphelping ensure compliance documentation ismaintained theBarcelonaoffice environment is welcoming and well-managed and financial transactions are processed accurately and on time.

Key Responsibilities

People & Culture Administration

• Maintain employee compliance documentation and personnel files in alignment with Spanish employment regulations and company policy.

• Support onboarding and offboarding processesof Spanish employeesin coordination with People & Culture and Deel (Baxter Plannings Employer of Record for international employees) support IT & Equipment Logistics (non-technical).

• Assistwithdocumentation benefitsand employee record updates.

• Ensure HR records areaccurate organized and compliant with GDPR and SOC 2 confidentiality requirements.

• Provide general administrative support to the People & Culture team asneededincluding scheduling candidate interviews and office events.

Office Operations & Employee Experience

• Oversee daily office operations to ensure a professional clean and welcoming environment.

• Manage office supplies kitchen inventory and general maintenance coordination.

• Coordinate catered lunches and in-office meals.

• Support office events celebrations and employee engagement activities.

• Act as a point of contact for local vendors and service providers.
  

Accounts Payable (Spain & U.S.)

• Process vendor invoices andoffice billsinan accurateandtimelymanner.

• Support accounts payable activities for Spain and collaborate with U.S.-based Finance stakeholders as needed.

• Maintainaccuratefinancial documentation and ensure compliance with internal controls and audit requirements.

• Assistwith month-end administrative documentation asrequired.

Qualifications

Required

• 2 years of experience inadministrative office management or HR supportrole.
• Fluency in English and Spanish

• Strong organizational skills and exceptional attention to detail.

• Excellent written and verbal communication skills in English and Spanish.

• Proficiencyin Microsoft Office and general administrative systems.

• Ability to handle confidential information with discretion and professionalism.

• Positive professional demeanor with a strong customer-service mindset.

Preferred

• Experience with NetSuite and/or .

• Experience supportingaccountspayable processes.

• Familiarity with HR documentation and compliance requirements in Spain.

WhatWereLooking For

• Detail-oriented and process-driven witha strong senseof accountability.

• A clear and thoughtful communicator who builds trust easily.

• Passionate about deliveringexceptionalemployee experience.

• Positive adaptable andsolution oriented.

• Comfortable working in a collaborative fast-paced environment.

Work Environment

This is an in-office role based in Barcelona with flexibility to work remotely 12 days per week subject to business needs and manager approval.

Why Join Baxter Planning

At Baxter Planning we believe we only win together. Our valuesPassion Courage Creative Discontent Intellectual Curiosity and Partnershipguide how we work and how we support one another.

Youlljoin a collaborative global team where your contributions directlyimpactthe employee experience and operational excellence of our Barcelona office.

Location: Barcelona Spain

Department: People & Culture / Finance (Cross-Functional Support)