L'Institut de Recerca Biomèdica de Lleida precisa incorporar un/a:

Executive Assistant (temporary cover)

013-26

Status
Closed
End Date

Institut de Recerca Biomedica de Lleida is searching for a:
Executive Assistant (temporary cover)

Professional profile of the person hired

  • Executive Assistant

Requirements (those candidatures that do not meet this point will be excluded). These requirements must be met at the beginning of the contract.

  • Minimum university degree training, or equivalent qualification, related to the area they occupy.
  • Catalan and Spanish equivalent level C2.
  • English equivalent level B2.

Tasks to be carried out

The selected candidate will carry out the following management and administrative support tasks:

  • Schedule the agenda of the Director, Deputy Director and Manager, including the organization of meetings and the processing of emails, to facilitate the development of their functions.
  • Coordinate internal meetings (Board of Trustees, delegate commissions and other committees), office meetings and document signings, with the purpose of contributing to the organization of these meetings, ensuring the attendance of the required participants.
  • Collaborate in the coordination of the administration of the meetings of the Board of Trustees, Executive Committee and Committees, maintaining the register of Minutes and documentation and managing the derived procedures (elevations to the public of powers of attorney, changes of Statutes, maintenance of the acceptances of positions of the Trustees, etc.), with the aim of facilitating the registration and management of the procedures in the corresponding meetings.
  • To keep the database (Fundanet) of contracts, agreements, agreements and files in general updated, with the aim of contributing to the fulfillment of the established conditions and standards.
  • To update the catalogue of the entity of the Public Sector Registry of the Generalitat of Catalonia, to facilitate compliance with current legislation.
  • Supervise bookings and travel expenses, reimbursements and catering, with the aim of contributing to the organisation of meetings, events or trips made by the IRBLleida Management.
  • Collaborate in the general filing of documentation, entry and exit of documents and processing of applications, to facilitate the documentation processes for the office.
  • Collaborate in those administrative tasks entrusted to them by their manager, management or directorate, with the purpose of contributing to the achievement of the objectives of their area or department of the IRBLleida
  • Participate in the Committees and Commissions that the position requires, with the purpose of ensuring the achievement of the objectives of IRBLleida, complying with current legislation according to the subject in which they participate.

It will be valued

Knowledge

  • Mastery of office tools
  • Other training courses related to the tasks to be carried out
  • English level C1 or higher
  • Knowledge of protocol care

Experience

  • Previous experience in support of management or management secretarial in institutional or business environments
  • Experience in travel management and logistical organization for events or meetings.
  • Experience in the preparation, monitoring and filing of minutes and official documentation
  • Experience in document management and archiving, both physical and digital (databases, Fundanet, etc.)

Competencies

  • Organization and planning: ability to manage multiple tasks and prioritize efficiently.
  • Teamwork: effective collaboration with different departments.
  • Attention to detail: rigor in the recording of data and documentation.
  • Responsibility and confidentiality: correct and secure management of sensitive information and documentation

Adjunts