Executive Assistant; temporary cover

Organisation/Company Institut de Recerca Biomèdica de Lleida, Fundació Dr. Pifarré (IRBLleida) Research Field Other Researcher Profile Other Profession Positions Bachelor Positions Final date to receive applications 15 Mar 2026 - 14:00 (Europe/Madrid) Country Spain Type of Contract Temporary Job Status Full-time Hours Per Week 37,5 Offer Starting Date 17 Mar 2026 Is the job funded through the EU Research Framework Programme?

Not funded by a EU programme Is the Job related to staff position within a Research Infrastructure? No

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.
• 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.)
• 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.

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

These requirements must be met at the beginning of the contract.

Languages CATALAN Level Excellent

Languages SPANISH Level Excellent

Languages ENGLISH Level Good

• Temporary replacement contract
• Immediate Start
• Expected completion September 2026
• Full-time (37.5 hours per week)
• Remuneration to be determined, according to the category indicated in our tables

salary, according to the experience and value of the person selected.

We offer complementary…