Executive Assistant

Job description

The BETA Technological Centre works to transform research and innovation into solutions that contribute to building more sustainable, resilient and competitive territories.

We collaborate with companies, public administrations, universities, research centres and social organisations to address today’s environmental, social and economic challenges through an interdisciplinary and impact-oriented approach.

The BETA Technological Centre is made up of a young and multidisciplinary team of more than 150 employees and is looking to incorporate a dynamic person eager to become part of this project.

This position contributes to the effective operation of the Management Team and to the institutional coordination of an organisation with both national and international activities.

We are looking for an organised, resourceful and service-oriented person, capable of facilitating coordination between people, information and commitments, ensuring the efficient development of the Centre’s activities.

MISSION:
To provide technical, administrative, documentary and organisational support to the Management of the BETA Foundation, facilitating the planning of its activities, internal coordination, monitoring of commitments and relations with external stakeholders, based on principles of efficiency, rigour, confidentiality and service orientation.

Functions and duties:

– Manage and coordinate the Management’s agenda, scheduling meetings, visits, business trips and institutional events.

– Prepare the documentation, information and logistics required for meetings, committees, trips and events.

– Draft minutes, compile agreements and follow up on them to ensure their implementation and completion.

– Channel and coordinate the flow of information between the Management and the different areas of the Foundation.

– Manage the Management’s internal and external correspondence and communications.

– Draft, review and provide support in the preparation of documents, reports, presentations and institutional communications.

– Organise, safeguard and keep the Management’s documentation up to date, ensuring its confidentiality and traceability.

– Facilitate operational relations with national and international institutions, companies, partners and collaborative networks.

– Provide administrative and organisational support to the Management in activities related to management and institutional representation.

Requirements

• Title: Higher Vocational Training Qualification (CFGS) in Executive Assistance, Administration and Finance, International Trade, or an equivalent qualification in fields related to the subject of the call.
• Certification of Level C1 in Catalan or commitment to obtain it.
• Accreditation of Level B2 English or commitment to obtain it.
• Advanced proficiency in Microsoft 365, particularly Outlook, Word, PowerPoint, Teams, SharePoint and planning tools.
• Ability to prepare professional written communications and documents.
• Knowledge of administrative and document management, as well as the handling of confidential information.
• 2 years of experience in administrative and coordination roles.

Merits

– Experience in executive secretarial work, executive assistance or support to governing bodies.

– Experience in the organisation of meetings, visits, business trips and institutional events.

– Experience in the management or monitoring of European projects.
Knowledge of the research, innovation, higher education or foundation sectors.

– Experience in international environments and in professional communication in English.

– Knowledge of protocol, institutional relations, monitoring tools and process automation.

– Proficiency in other European Union languages.

Competences

ATTITUDE: Planning and organisation

TEAM MANAGEMENT: Teamwork and cooperation

PERSONAL SKILLS: Organisation and Flexibility and change management

INFLUENCING: Communication

THOUGHT: Learning and use of knowledge

This job offer includes

Inclusion in the professional group Management and administrative and service staff (PTGAS) in the category Technician
Type of contract: permanent
Total work: full-time
Timetable De 9 h a 17h, flexible (37,5 hores setmanals)
Gross salary: 25.950,75 €

– Flexible working hours. – Possibility of remote work.