Personal Assistant & Office Manager

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 FORISGlobal is seeking a highly organized, proactive, and versatile Personal Assistant & Office Manager to provide dual-function support within the institution.On one hand, this position will act as Personal Assistant (PA), providing comprehensive administrative support to several Principal Investigators / Senior Researchers (managing multiple stakeholders and priorities simultaneously). On the other hand, the candidate will act as Office Manager, overseeing the smooth daily operations, logistics, and facilities management of one of our main Barcelona offices.We welcome applications from junior profiles and early-career professionals with administrative training who demonstrate strong organizational skills, enthusiasm, and a high capacity to learn.Due to the nature of the Office Management responsibilities and the direct support required on-site, this position requires 100% full-time, on-site presence in Barcelona.KEY RESPONSIBILITIESThe position will balance personal assistance support to assigned research leads with the day-to-day administrative management of the office facility. Due to the nature of the Office Management responsibilities and the direct support required on-site, this position requires 100% full-time, on-site presence in Barcelona.SPECIFIC DUTIES1. Personal Assistant Functions (Multi-Stakeholder Support):Provide day-to-day administrative support to assigned Principal Investigators and senior research staff.Efficiently manage agendas, coordinate internal/external meetings, and schedule appointments across multiple leads.Organize travel arrangements (logistics, bookings, expense reports) for supported researchers.Support the organization of institutional scientific events, workshops, and seminars (logistics, meeting rooms, guest reception).Coordinate with the broader pool of Personal Assistants at ISGlobal to ensure alignment and shared operational support.2. Office Management & On-Site Operations:Ensure the daily operational efficiency, organization, and welcoming environment of the Barcelona office site.Manage general office supplies, monitor stock, and coordinate procurement and maintenance requests.Act as the primary point of contact for external visitors, couriers, vendors, and facility services.Support space management and workstation setups in collaboration with Services/IT departments.Maintain office order and ensure internal procedures are followed smoothly.AUXILIAR TASKSThis 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.SKILLSTeamwork.Problem resolution.Learning capacity.Excellent organization, time management, and multitasking abilities.Strong service-oriented and helpful attitude.Ability to prioritize tasks and work with multiple supervisors effectively.Proactivity, initiative, and eagerness to learn.Good interpersonal and communication skills.Flexibility, adaptability, and high team spirit.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 / QUALIFICATIONSEducation: Vocational Training / Higher National Diploma (CFGM or CFGS) in Administration, Secretarial Studies, Business Management, or equivalent.Experience: Experience as a Personal Assistant, Executive Assistant, or Office Manager will be valuable but is not mandatory. Candidates with high potential, quick learning abilities, and strong motivation to start/develop their career in a scientific environment are encouraged to apply. Willingness to work in an interdisciplinary team within a highly collaborative research instituteHigh fluency (written and spoken) in Catalan and Spanish.High level of English with practical fluency for daily professional communication (written and oral). Language skills will be assessed through a practical test during the selection process.).IT Skills: Solid command of MS Office tools (Outlook, Word, Excel, PowerPoint) and digital organization tools.LANGUAGE LEVELCatalan: Very high level / Fluent (written and spoken).Spanish: Very high level / Fluent (written and spoken).English: High professional working level (to be evaluated during the practical assessment/interview).CONDITIONSContract: Full-time. On site presence at Barcelona office site. Permanent contractSalary: 27.119€ gross/yearWork-Life Balance: 36 days off per year (23 vacation days + 13 personal days)Start date: January 2027HOW TO APPLYApplicants 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 November 30.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 PROCESSThe 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.