Executive Secretary

Vall d'Hebron Research Institute (VHIR) is a public sector institution, located in Barcelona (Spain) that promotes and develops innovative biomedical research at the University Hospital Vall d'Hebron. VHIR is oriented towards finding solutions to the health problems of the citizens and has the will to contribute to the scientific, educational, social and economic development within its area of competence around the world. VHIR is currently seeking an Executive Secretary to provide high-quality administrative and secretarial support to the Executive Area Directors, aligned with the values, standards, and objectives of the institution. Education and qualifications: Required: Full professional proficiency in Spanish and Catalan (C2) and fluent English (B2/C1). Desired: Studies in Business Administration, Management, or a related field (university degree or advanced vocational training preferred). Experience and knowledge: Required: Minimum 2–3 years of experience in administrative, executive assistant, or secretarial roles, preferably within medium or large organisations. Advanced user of Microsoft 365 and digital communication tools (email, internet, calendars, collaboration platforms). Strong commitment to delivering efficient, accurate, and reliable support to senior stakeholders. High level of professional discretion, integrity, and reliability when handling confidential and sensitive information. stakeholders. Proactive, well-organized, and detail-oriented, with the ability to manage multiple tasks simultaneously. Strong communication, interpersonal, time-management, and problem-solving skills. Ability to prioritize tasks effectively in a dynamic environmen t. Main responsibilities and duties: Manage and coordinate Directors’ agendas, calendars, and meetings efficiently. Handle telephone calls and written communications in a professional and timely manner. Prepare, edit, and format presentations and executive documentation. Organize and maintain documentation for meetings, committees, and institutional events. Coordinate travel arrangements and related logistics. Maintain and update contact databases accurately. Manage physical and digital filing systems, ensuring proper organization and accessibility. Provide day-to-day administrative support to the General Management and Area Directors. Carry out additional administrative tasks as required . Labour conditions: Full-time position: 37,5h/week. Starting date: As soon as possible. Gross annual salary: Remuneration will depend on experience and skills. Salary ranges are consistent with our Collective Agreement pay scale. Contract: Permanent. What can we offer? Incorporation to Vall d’Hebron Research Institute (VHIR), a public sector institution that promotes and develops the biomedical research, innovation and teaching at Vall d'Hebron University Hospital (HUVH), the biggest hospital of Barcelona and the largest of Catalan Institute of Health (ICS). A scientific environment of excellence, highly dynamic, where high-end biomedical projects are continuously developed. Continuous learning and a wide range of responsibilities within a stimulating work environment. Individual training opportunities. Flexible working hours. 23 days of holidays + 9 personal days. Flexible Remuneration Program (including dining checks, health insurance, transportation and more) Corporate Benefits: platform through which you can obtain significant discounts on travel, culture, technology, gastronomy, sports... among many others. Healthy Offering: choose from a variety of wellbeing focused activities to be the healthiest you. International Mobility Support (Welcome Services): We aim to make your arrival in Barcelona smooth and pleasant by providing city information, guidance on required procedures, access to the International Welcome Desk, family recommendations, and support in finding accommodation Deadline to apply: How We Hire: Pre-selection: Candidates are shortlisted based on their skills, qualifications, and relevant experience as outlined in their CVs. Interviews:   Meetings may be held with Talent Acquisition and/or the hiring manager. Practical assessment:  Depending on the role, candidates may complete a case study, technical task, presentation, or written exercise, on-site or remotely. Checks:  Education, references, and other job-related verifications may be carried out. Job offer: The selected candidate receives a formal job offer upon successful completion of the process. VHIR embraces Equality and Diversity. As reflected in our values we work toward ensuring inclusion and equal opportunity in recruitment, hiring, training, and management for all staff within the organization, regardless of gender, civil status, family status, sexual orientation, gender identity and expression, religion, age, functional diversity or ethnicity.