Executive Assistant

Barcelona - Spain

Monthly Salary: Not Disclosed

Posted on: 2 hours ago

Vacancies: 1 Vacancy

Job Summary

Werfen is a growing family-owned innovative company founded in 1966 in Barcelona Spain.

We are a worldwide leader in specialized diagnostics in the areas of Hemostasis Acute Care Diagnostics Transfusion Autoimmunity and Transplant. We operate directly in 30 countries and in more than 100 territories through distributors.

Our Headquarters are in Barcelona Spain and our Technology Centers are located in the United States and Europe. Worldwide sales exceeded 2.2 billion in 2024 and our workforce is more than 7000 strong.

Job Summary

Working directly with IA-TC COO VPs and with the Digital VP this role provides day-to-day executive support to enable effective leadership operations. The Executive Assistant is responsible for managing complex agendas coordinating travel arrangements organizing site-level events and delivering comprehensive adminitrative support in a fast-paced matrix environment.

The role requires strong organizational skills confidentiality discretion and the ability to anticipate and respond proactively to evolving business needs. All activities are carried out in compliance with internal standards and processes while consistently demonstrating alignment with Werfens values and purpose with a strong emphasis on integrity honesty and professionalism.

Key Accountabilities

Executive Administrative Support:

Provide efficient administrative support to the IA-TC COO VPs and Digital VP ensuring day to day operations.
Manage administrative processes and implement organizational tools to improve efficieny and compliance.

Agenda Meetings and Communication:

Proactively manage complex calendars schedule meetings and coordinate logistics including video conferences and meeting rooms.
Act as a liaison between different departments and stakeholders to ensure effective communcation for meetings events and travel.
Screen incoming calls and manage communications with professionalism and discretion.

Travel and Expense Management:

Coordinate complex travel arrangements for COO and VPs including visas and related documentation.
Manage expense reports in line with company policies and timelines.

Financial and Invoice Support:

Create and follow up on purchase orders and invoices related to COO and VPs projects and team activities.

Visitor and Stakeholder Management:

Greet and coordinate visitors ensuring a profesional and welcoming experience aligned with Werfen standards.

Event and Site Logistics Management:

Support the organization of site-level events including annual meetings and town halls.
Coordinate auditorium and town hall logistics ensuring execution and stakeholder alignment.
Provide logistical support for subsidiary and cross-site meetings held at the Immunoassay Technology Center.

Networking/Key relationships

Immunoassay Leadership Team
COO
VP QRA
VP Operations
VP Finance
VP People Function
VP Sales & Marketing
VP Digital Solutions

Minimum Knowledge & Experience required for the position:

Education:

Bachelors degree in a discipline related to the field.
Additional studies in secretarial training will be valued.

Experience:

Minimum experience of at least 5 years in a similar role within a multinational site environment.

Additional Skills/Knowledge:

Software: Fluency in Office tools (Excel & Word). Valuable knowledge of SAP and Concur.
Language: Fluency in Spanish or Catalan. Advanced Knowledge of English (reading and speaking).

Skills & Capabilities:

Proactivity and anticipation of needs.
Flexibility and adaptability to a fast-changing environment.
Critical thinking and business curiosity.
Strong communication skills.
Collaborative mindset and team-building capability.
Excellent prioritization planning and organization skills with a focus on maximizing efficiency.
High level of discretion integrity and professionalism.
Reflects values of Werfen in the quality of work and working relationship.

Travel requirements:

Not required.

Werfen is a growing family-owned innovative company founded in 1966 in Barcelona Spain.We are a worldwide leader in specialized diagnostics in the areas of Hemostasis Acute Care Diagnostics Transfusion Autoimmunity and Transplant. We operate directly in 30 countries and in more than 100 territories ...