The Institute for Advanced Architecture of Catalonia (IAAC) is seeking an Executive Assistant & Office Manager to oversee technical coordination, support the CEO in project management and administration, and serve as a key liaison among staff members and external stakeholders.
In addition to these responsibilities, the Executive Assistant & Office Manager will:
Coordinate the use of the Institute’s office spaces.
Support daily office operations.
Contribute to and lead special projects across various organizational areas.
Throughout all responsibilities, the Executive Assistant & Office Manager will handle confidential information with discretion and exercise independent judgment.
Key Responsibilities:
Executive Support (60%)
– Provide comprehensive assistance to the CEO in their designated responsibilities.
– Actively participate in strategic meetings, transcribe minutes, and ensure follow-up on agreements.
– Prepare reports, presentations, agreements, contracts, and business development proposals.
– Coordinate institutional and international relations on behalf of the CEO.
– Organize and manage corporate events and various meetings.
– Undertake representation and public relations duties within the CEO’s sphere.
– Welcome and assist guests during official visits to the Institute on behalf of the CEO.
– Assist in agenda management, facilitating necessary contacts and communications.
– Manage communication, scheduling, and logistics for the CEO’s participation in external events.
– Transmit CEO’s directives and oversee their proper execution.
– Perform any similar tasks as assigned.
Office Management (40%)
– Facilitate the utilization of Institute facilities by coordinating with internal and external stakeholders for classrooms, meeting rooms, and event spaces.
– Oversee office supplies, monitor and troubleshoot office machines and systems.
– Offer support in planning and executing external events happening in-house by managing logistics.
– Coordinate with suppliers to set up internal events or meeting organization.
– Design, communicate, and implement office operations and procedures.
– Continuously identify opportunities to enhance operational efficiency.
– Assist various functional areas with special projects.
Qualifications:
Requirements
– Valid work permit in Spain.
– 3-5 years of experience in a similar support role.
– Fluency in English, Spanish, and Catalan.
– Higher education degree.
Competencies
– Strong self-initiative, flexibility, and creative problem solving.
– Excellent communication, interpersonal, and organizational skills.
– Demonstrated organizational ability, independence, and versatility.
– Professionalism and strong social skills.
– Competence in drafting legal and economic documents.
– Adaptability, and teamwork proficiency to achieve results.
What we offer:
Contract Type: Permanent, with a 6-month trial period.
Work Schedule: Full-time, in-person (40 hours per week).
Salary: Ranging from €24,000 to €28,000 gross annually, depending on experience.
How to Apply: Send your CV, cover letter, and any relevant documents to [email protected] with the subject line “Executive Assistant & Office Manager at IAAC.”
Deadlines: The deadline for applications is January 8th, 2024. Qualified candidates will be interviewed immediately and continuously until the position is filled, or at the latest, by January 15th, 2024.
Note: Only shortlisted candidates will be contacted for interviews. We appreciate the interest of all applicants in advance.
IAAC is committed to create a diverse and inclusive organizational culture. We evaluate qualified applicants without regard to race, religion, sex, sexual orientation, gender identity, national origin, disability, age, familiar status and other legally protected characteristics.
*Please be advised that at this moment IAAC is not able to provide support in the visa sponsorship process.
IAAC respects EU and local data protection laws. Unless you express otherwise, by submitting your CV you authorize the hiring IAAC to store your personal data in the electronic database for the purpose of assessing your suitability for this and future job vacancies and to pursue your recruiting process.
If at any time you want your personal data to be deleted, you simply need to notify the hiring IAAC. IAAC will not share your personal data with any third party without your prior consent.