Administrative Assistant

Job Overview

Knowledge/ Education / Previous Experience Required
A degree or equivalent experience required.
Has professional written and verbal communication skills in English and Spanish.
Advance/expert level in various software programs including but not limited to Teams Outlook Word Excel

Other Job-Related Skills/Background
Excellent prioritization and problem-solving skills
Experience dealing with highly confidential information; manage confidential information with absolute discretion and respect.
Good communication and organizational skills with ability to interact well with all levels of management and staff (internal and external)
Demonstrated proficiency confidence and discretion in interpersonal and team skills to interface internally and externally with personnel from all levels and geographies of a global company with flexibility in working style.
Organized with strong attention to details.
Professional oral and written communication skills
Accountability for own actions
Able to work independently as well as in a team.
Conscientious and high-quality delivery of work even when under pressure

Additional Info:

Part time - 20 hours per week. Flexible start between 8-9am to 12-13pm.
Remote work on Mondays and Fridays
The candidate will support the organization of the Governing Board on a full time basis (2 days per year). A compensatory day off will be granted for each 8 hours/day.
Accountability for own actions
At least 15 calendar days of vacation must be taken during JulyAugust.
The service has no defined end date; therefore the position can initially be presented as permanent although the employment contract will include the applicable probation period.

Job Description

Key Responsibilities

Provide administrative and organizational support to the Open Lab Team
Arrange TCOLF Governing Board F2F meetings logistic (average 2 / year) including: outlook invitations booking meeting room restaurant taxis coffees etc.)
Coordinate Open Lab fellows arrivals and leavings with Relocation Spain as well as welcoming tasks (bank account Town Hall registration etc.). Manage issues related to TCOLF pool of flats.
Coordinate Open Lab fellows customer incorporation activities: laptop picking up from IT arrange documentation for the access cards arrange access to shared areas Spanish lessons locker keys etc.
Arrange customer internal requirements when Open Lab fellows leave: update IT laptop stock (ticket) in coordination with IT Dept. give back access cards to Security Dpt. give back locker keys etc.
Request to the Home Institution Principal Investigators and Open Lab fellows 3 times/year the Four Monthly Reports and follow up to receive them on time.
Upload Open Lab final report to the long-term repository.
Upload job advertising publications TCOLF LinkedIn
Update content in TCOLF Webpage
Arrange Open Lab Seminars (four/year): including outlook invitations booking Auditorium request title abstract and bios from speakers.
Arrange Monthly scientific seminar: outlook invitations booking meeting rooms etc.
Organize scientific and operational closing meetings for Open Lab projects.
Inform Global Health Medicines R&D unit admin support regarding Open Lab newcomers and leavings to have Open Lab distribution lists updated.