The Barcelona Institute for Global Health (ISGlobal) is a cutting-edge institute addressing global public health challenges through research, translation into policy and education. ISGlobal has a broad portfolio in communicable and non-communicable diseases including environmental and climate determinants, and applies a multidisciplinary scientific approach ranging from the molecular to the population level. Research is organized in five programs: Climate, Air Pollution, Nature and Urban Health; Environment and Health over the Lifecourse; Global Viral and Bacterial Infections; Malaria and Neglected Parasitic Diseases and Maternal Child and Reproductive Health. ISGlobal is accredited with the Severo Ochoa distinction, a seal of excellence of the Spanish Science Ministry.

WHAT WE ARE LOOKING FOR

ISGlobal is looking for a full-time personal assistant that will support the General Manager and Deputy General Manager in its managing and coordinating work in Spain and abroad on global health and development. Special emphasis is placed on processes, administration, visits and helping coordinate and manage the everyday work for a good prioritisation and resolution.

KEY RESPONSIBILITIES

• Support the General Manager and Deputy General Manager in the daily functioning of the projects and developing of tasks.
• Manage agendas and scheduling of meetings, appointments, teleconferences, video-conferences logistics.
• Assist in the preparation of project reports, briefing notes, minutes and presentations on global health, and research and development.
• Assist in planning and organising events and high level visits to advance and promote Company's work in global health.
• Assist with the execution of trips and events for senior management/VIPs/friends of the Company.
• Assist in the development of processes, mechanisms and templates to support senior management.
• Support in the dissemination of documents and communications for events, briefings, visits and meetings.
• Facilitate communication between the directors and the different Boards of the Company: International Board and Governing Board.
• Preparation and dissemination of meeting agendas, minutes and reports.
• Assist in the monitoring of the Company annual calendar.
• Maintain the team's incoming and outgoing correspondence database.
• Manage travel for the directors including international and national meetings.
• Organise and maintain copies of all appropriate project documentation.
• Coordinate and monitor the procurement of supplies.
• Assist with other tasks and projects as directed by the General Manager and Deputy General Manager.

AUXILIAR TASKS

This job description reflects the present requirements of the post but may evolve at any time in the future as duties and responsibilities change and/or develop providing there is appropriate consultation with the post-holder.

This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual professional assessment process.

SKILLS

• Ability to work independently with minimum direction, but comfortable with working in a collaborative environment under short deadlines and varied workload.
• Excellent Excel and Microsoft Office products.
• Commitment to improving global health.
• Must be detail oriented, have the ability to prioritise and handle multiple tasks simultaneously and the ability to work independently and in a matrix team environment.
• Capacity to build strong working relationships within and outside the Company.
• Ability to communicate and interact competently and professionally at all levels within a diverse environment.
• Clear and concise verbal and written communication skills and strong organisational skills.
• Experience working with VIPs.
• Must have self-motivation, eagerness to grow professionally and commitment to self-development.
• Proficiency with computers (PC-Windows preferred).

The post holder will adhere to ISGlobal principles contained in People management policy, including Equity, diversity and health safety. The post holder will respect, and be accountable to ensure ISGlobal policies and procedures.

TRAINING AND EXPERIENCE / QUALIFICATIONS

• Direction Secretary training or equivalent.
• At least 5 years professional experience in similar position.
• Experience in scientific research institution would be an asset.

LANGUAGE LEVEL

• Proficiency in Catalan, English, and Spanish. 
• Other language is an asset

CONDITIONS

• Duration: Permanent contract
• Starting date: As soon as possible
• Contract Type: Full time
• Salary: 36.000€ / 39.000€ gross annual

HOW TO APPLY

Applicants must fill in the request form and attach the CV and a Cover Letter. Each attached document must be named with the candidate name and surname.

The receipt of applications will be open until 28th of April 2025.

The interviews could be placed during the reception of candidatures period.

Diverse candidatures are encouraged, that includes: gender, race, ethnicity, religion, age, sexual orientation, physical abilities, and political views.

SELECTION PROCESS

The selection process is designed in two phases:
1- Interview phase of a technical nature, with the team that requires the incorporation. To assess the person's skills and CV.
2 - Meeting with HR with the finalist(s) to finish assessing the profile and discuss contractual and institutional issues.

If needed any technical test could be passed. A Psychological Competency Evaluation Test will be required for the structural or transversal positions.

In accordance with the OTM-R principles, a gender-balanced recruitment panel is formed for every vacancy at the beginning of the process. After reviewing the content of the applications, the panel will start the interviews, with at least one technical and one administrative interview. A profile questionnaire as well as a technical exercise may be required during the process.

In ISGlobal we are committed to maintaining and developing a work environment in which the values and principles of our organization are respected and equal opportunities between women and men be promoted in each of the areas in which we operate, not tolerating discrimination based on criteria such as age, gender, marital status, race, ethnicity, functional diversity, political leanings, religion, sexual orientation, gender identity or gender expression.

We confirm our commitment towards the value of the diversity of our staff and student population and seek to promote peace, equity, diversity and inclusion as essential elements in contribution to improving health worldwide.