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 seeking a motivated Personal Assistant to provide administrative and secretarial support to the Director of the Policy, Development and Advocacy (PDA) Department. The position will play a key role in managing the Director’s agenda, correspondence, travel and events, ensuring the smooth day-to-day running of the Director’s activities.

The Personal Assistant will report to the Director of PDA and work in close coordination with the Head of Director’s Office, contributing to the effective functioning of the Area and to clear, timely communication with ISGlobal’s departments and external partners.

In parallel, this person will contribute to the organization of the PDA team’s internal events, coordination meetings and retreats, and to the logistics of high-level visits and external events.

MAIN DUTIES

• Provide day-to-day secretarial and administrative support to the Director of PDA.

• Manage the Director’s agenda and the scheduling of meetings, appointments, calls and videoconferences, and monitor the Director’s email and calls, flagging urgent matters.

• Prepare and circulate meeting agendas, supporting documents and minutes, and follow up on agreed actions and deadlines.

• Draft, proofread and format correspondence, briefing notes, presentations and reports in English, Spanish and Catalan.

• Plan and organise the Director’s national and international travel, including visas and invitation letters, and prepare travel reports and expense justifications for the Accounting Department.

• Support the organisation of internal events (coordination meetings, retreats) and of external events and high-level visits, including logistics and communications to participants.

• Provide administrative support in the management of purchases, supplies and service requests for the PDA team, as well as in procedures for new staff, interns and visitors, keeping documents and files organised and confidential.

• Support the development of processes and templates for the Director’s Office, and perform other tasks as requested by the Director of PDA.

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

• Time management and ability to meet deadlines under pressure.

• Discretion, confidentiality and professionalism.

• Strong organizational and multitasking abilities.

• Must have self-motivation, eagerness to grow professionally and commitment to self-development.

• Clear written and verbal communication and interpersonal skills at all levels.

• Teamwork and collaboration.

• Proactivity and autonomy.

• Attention to detail and problem-solving ability.

• Flexibility and adaptability.

• Empathy.

• Cultural sensitivity and ability to work in an international, multicultural environment.

• Excellent Excel and Microsoft Office products.

• Working knowledge mainstream AI tools and a willingness to use them to improve everyday work processes.

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

• Minimum education: Higher education in Secretarial Studies, Administration or related field. A university degree, as well as postgraduate studies, will be considered an asset.

• Proven experience (at least 5 years) as a secretary, executive assistant or personal assistant supporting senior management, preferably in an international, non-profit or research environment.

• Willingness to work in a collaborative, international and multicultural environment, in an institute committed to improving global health.

KEY RESULTS EXPECTED

• Effective coordination and resolution of the Director’s daily operations, ensuring smooth and efficient workflows. Clear, timely, and professional internal communication between the Director’s Office and all departments of ISGlobal, fostering collaboration and alignment.

• Effective management of external relations and communications, including the preparation and dissemination of relevant content, high-level visits, and interactions with partners. To support the Director’s agenda, priorities, and operational activities to enable timely decision-making, strategic execution, and overall excellence in the functioning of the Area.

LANGUAGE LEVEL

• Proficiency in Catalan, English, and Spanish.

CONDITIONS

• Contract: full time, permanent contract

• Salary: 30.656€ gross annual

• Work-Life Balance: 36 days off per year (23 vacation days + 13 personal days)

• Start date: as soon as possible

HOW TO APPLY

Applicants must complete the application form and upload a CV and a Cover Letter. Each document must be clearly named with the candidate’s name and surname.

Applications will remain open until 10th of November 2026.

Applications will be reviewed on a rolling basis, and shortlisted candidates may be contacted and interviewed as applications are received. Interviews may take place during the application period.

We encourage diverse applications, including but not limited to gender, race, ethnicity, religion, age, sexual orientation, physical abilities, and political beliefs.

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.