Job title: Barcelona Hub Assistant

• Hybrid working

• Location: Barcelona

• Job type: Permanent, Full time

About the role

We are looking for a Hub Operations Assistant to join our Barcelona team. You will be reporting to the Head of Barcelona Hub and will be responsible for supporting the smooth operation of our Barcelona hub through various operational and organizational tasks.

Main Responsibilities:

Operation

· Manage and monitor the day-to-day operation of office administrative tasks for the hub’s head and management team to ensure smooth workflow and efficiency related to administration.

· Coordinate the work experience environment closely with our local service providers (for example, Nora).

· Create, maintain and communicate all the local hub administrative processes to our hub team members. Ensure compliance with company policies, procedures, and regulations. Maintain confidentiality and handle sensitive information with discretion.

· Event Coordination: Assist in planning and organizing office events, meetings, and conferences. Coordinate logistics such as venue booking, accesses, catering, and audiovisual arrangements.

· Support with the enabling functions reporting, like Workplace Experience, Facility and IT-related reports and coordination.

· Act as a key point of contact for any management queries related to the site administration.

· Manages the Hub head’s agenda and the booking and facilitation of all types of meetings and calls, including booking of meeting venues and invites.

· Arrange international and domestic travel arrangements and administration as required, including expense reimbursements for the hub’s head.

· Manage suppliers in ordering different office equipment, logistics, catering and other administration areas, including initiating POs and overseeing the delivery.

· Consistently demonstrates the core values, contributing to the business in a helpful, collaborative and professional manner.

· Assist with the preparation of presentations and reports as requested.

· Work closely with other Administration/Support staff and teams to ensure the delivery of the goals.

Organizational

· Being a solid point of contact on Zoom/ Telephone/ Logistics to ensure all queries and issues are handled or escalated as appropriate.

· Support Hub Head on the preparation for business negotiations, discussions, meeting minutes, supplies hostess tasks.

· Written communication - correspondence in English and Spanish according to the professional, formal and draft requirements.

· Implement appropriate filing and other office procedures to facilitate a highly organized and smoothly functioning division.

· Takes part in welcoming guests/visitors to ensure that a professional customer-focused service is always provided to internal and external customers.

· Support with newcomer onboarding and training program, and coordinates new-comer onboarding and training progress according to the functional directions.

· Work time administration (sick leave, some different work schedules) and focal point towards HR administration.

· Manages e-mail distribution lists and business system access administration (req submission, follow up) as per functional inquiries.

· Carry out any other general administration and assistant duties as required on behalf of the Hub’s Head.

About You

Experience

• 5+ years of experience in operations, administration, or similar role.

• Previous experience in a fast-paced, dynamic environment.

• Experience with multi-tasking and managing competing priorities.

• Background in supporting cross-functional teams.

• Strong attention to detail, accuracy, and time management skills.

• Ability to work independently, prioritize tasks, and adapt to changing priorities in a fast-paced environment.

• Proven ability to meet deadlines and make best use of limited resources.

• Proven experience in a team support/administration capacity within a fast-paced business.

Soft Skills

• Excellent organizational and time management skills.

• Strong attention to detail and accuracy.

• Proactive problem-solving approach.

• Ability to work independently and as part of a team.

• Strong communication and interpersonal skills.

• Adaptability and flexibility in changing environments.

• Customer service orientation.

Technical Skills

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

• Experience with project management.

• Basic understanding of data analysis and reporting.

• Familiarity with basic financial and budgeting concepts is desirable.

• Knowledge of local Spanish business practices and regulations.

Education

• College graduate (advantage: manager assistant, secretary qualification).

• Relevant certifications in operations or project management are a plus.

Languages

• Business fluent in English and Spanish, both written and spoken.

• Other language is a plus.

What We Offer

• Competitive salary and benefits package.

• Opportunity to work in a dynamic, international environment.

• Professional development and growth opportunities.

• Collaborative and inclusive work culture.

• Modern office facilities in Barcelona.

#LI-Hybrid #BarcelonaHub #SanofiHubs

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