23-250_MS_GC Secretary and Office Manager of the Management and Executive Offices
Secretary and Office Manager of the Management and Executive Offices
Ref.: 23-250_MS_GC
About the research group
IDIBELL main goals include the promotion of research, innovation and education on Biomedicine and Health and Life Sciences. The Foundation assumes a particular role in promoting research on regenerative medicine. The Secretary acts as an Office Manager and is responsible for assisting the Management and Executive Offices, managing their mailboxes and databases, as well as handling reception duties.
About the role
He/she will be responsible for executing the following functions:
- Management of the schedules of the Management and Executive Offices
- Review and tracking of documentation and minutes related to the Board of Trustees, Management and Executive Offices, and Management Committee
- Support to various departments in the signing of documentation
- Management of the mailboxes for Management and Executive Offices, and the general institutional mailbox
- Control of the official document archive of Management and provision of official documents to departments as needed
- Expense reporting and management of credit cards for Management and Executive Offices
- Registration of new third parties in Fundanet (Clients, Suppliers, Sponsors...)
- Operation as a telephone switchboard
- Reception of visitors, messengers, and staff
- Distribution of mail
- Handling of incidents with General Services and the Help Desk for the Management and Executive Offices
- Control and purchase of office supplies for Administration
- Updating the phone directory for Administration and the website, as well as Outlook contacts for Management
- Booking and management of meeting rooms
Job requirements
Professional experience
Education and training
Technical & soft skills
- Proficient in IT and MS Office (Word, Excel, PowerPoint, and Teams)
- Proactive, flexible, and problem-solving attitude
- Good organizational skills and capacity to focus on priorities
- Assertive and tactful personality
- Excellent communication
Languages
We will value, but not required
- More than 4 years of experience in executive secretary roles
- Familiarity with Fundanet ERP
- Good knowledge of public sector and research foundations
- Negotiation skills
- Conflict management
- Hold a university degree
What do we offer
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No. of positions: 1
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Estimated start date: November 2023
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Contract duration: Permanent
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Estimated annual gross salary: It is commensurate with qualifications and consistent with our pay ranges
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You will be part of a multicultural team. We have a fun loving and friendly international work environment.
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Flexible working schedule - We know you have a life outside of work and we will work with you to make sure it's kept that way.
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Possibility to work some days in remote - Teleworking
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26 working days of holiday per year
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System of accumulated hours for employees, from 88 to 104 hours depending on the year (11 to 13 working days), to attend to personal matters.
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Paid leave package
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Benefits of constant training are offered
- We offer and promote diverse and inclusive conditions. Applicants are made free from any discrimination. Specifically IDIBELL works to improve gender equality in all areas with the aim of achieving gender balance, but maintaining the most scrupulous respect to any choice at the level of gender identity. Please express yourself freely, safely and non-binarily, if that's the case.
Deadline: Please submit your application by 21/11/2023
Data protection notice
In compliance with the obligations established in the General Regulation of Data Protection (RGPD), which is the Regulation (EU) 2016/679 of the Parliament and of the Council, of April 27, 2016, and the Organic Law 3/2018, of December 5, Protection of Personal Data and guarantee of digital rights, it is reported that the Institut d'Investigació Biomèdica de Bellvitge (IDIBELL), CIF G58863317, with address Av. Granvia de l'Hospitalet, 199-203, 08908, L'Hospitalet de Llobregat, will process your personal data, as the controller, to apply for the position, maintain communication concerning the status of the candidature, to access the delivered CV; to compare that your data is in accordance with the offers announced by IDIBELL and to verify, where appropriate, that the information provided is accurate.
You can find more information in our Privacy Policy at https://idibell.cat/en/privacy-policy-2/, request more information about the data processing carried out and exercise your rights of access, rectification, deletion, opposition, portability, limitation of processing by sending a request at email: dataprotection@idibell.cat. If you consider that you have not obtained satisfaction in exercising your rights, you may submit a claim to Catalan Data Protection Authority.
Our institute
IDIBELL is a research center that integrates the biomedical research of the Bellvitge University Hospital (HUB), the Catalan Institute of Oncology (ICO), and the University of Barcelona in the Bellvitge Campus (UB), and the Viladecans Hospital (HV). The research focuses of IDIBELL are cancer, neuroscience, translational medicine and regenerative medicine. Research, innovation and society are the pivots on which researchers work every day in order to improve the quality of life of citizens.
Observations
The 'HR Excellence in Research' award represents IDIBELL’s commitment to the implementation of Human Resources policies, which oversee the attracting and development of talent in an open, transparent, and based on personal merit, in alignment with the principles of the European Charter for Researchers and the Code of Conduct for the Recruitment Researchers (Charter and Code).
IDIBELL is committed to the principles of the Code of Conduct for the Recruitment of Researchers of the European Commission and the implementation of open, transparent and merit-based recruitment (OTMR).
