Context And Mission

The Barcelona Supercomputing Center – Centro Nacional de Supercomputación (BSC-CNS) is establishing its new Institute of Artificial Intelligence (AI Institute), a strategic initiative that positions BSC at the forefront of Artificial Intelligence (AI) and High-Performance Computing (HPC) research worldwide.

To ensure the smooth functioning of this high-impact initiative, BSC is seeking a highly organized and proactive Executive Assistant to support the AI Institute Director.

The selected candidate will provide comprehensive administrative and organizational support, acting as a key enabler of the Director's strategic, scientific, and institutional duties. This position requires discretion, autonomy, and the ability to manage complex tasks in a dynamic, international research environment.

Key Duties

• Manage the AI Institute Director's agenda, correspondence, and travel, ensuring efficient scheduling, prioritization, and coordination with internal and external stakeholders.
• Prepare and organize meetings, including agendas, minutes, follow-ups, and documentation for the Director's internal and international engagements
• Draft, review, and format presentations, reports, and institutional documents with accuracy, confidentiality, and attention to detail.
• Coordinate communication and workflow between the AI Institute, other BSC departments, and international research partners to ensure smooth collaboration.
• Organize visits, events, and delegations, overseeing agendas, logistics, and visitor coordination.
• Maintain organized digital and physical filing systems, and support the preparation of official documentation for research and administrative activities.
• Anticipate administrative and operational needs, providing proactive support to optimize the Director's efficiency and the daily operations of the AI Institute.

Requirements

Education

• Professional training in Executive Assistance, Administration, or equivalent (FPII/CMGS).
• An university degree in Business Administration, Communication, or related fields will be valued.

Essential Knowledge and Professional Experience

• Minimum of 3 years of experience as an Executive Assistant, ideally supporting senior leadership in a research, scientific, or technology environment.
• Proven experience in managing international agendas, travel, and correspondence for executives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or equivalent office packages.

Additional Knowledge and Professional Experience

• Familiarity with academic or research institutions, and understanding of scientific terminology (especially AI or HPC fields) will be a strong advantage.
• Experience coordinating institutional visits, conferences, or research-related events.
• Comfortable working in a multicultural, interdisciplinary, and fast-paced environment.
• Fluency in English (written and spoken), with strong knowledge of Spanish and Catalan.

Competences

• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Proactive, flexible, and resourceful attitude.
• Strong problem-solving and prioritization skills.
• Team-player attitude.
• Sociable, approachable, and service-oriented.

Conditions

• The position will be located at BSC within the Directors Department
• We offer a full-time contract (37.5h/week), a good working environment, a highly stimulating environment with state-of-the-art infrastructure, flexible working hours, extensive training plan, restaurant tickets, private health insurance, support to the relocation procedures
• Duration: Open-ended contract due to technical and scientific activities linked to the project and budget duration
• Holidays: 23 paid vacation days plus 24th and 31st of December per our collective agreement
• Salary: we offer a competitive salary commensurate with the qualifications and experience of the candidate and according to the cost of living in Barcelona
• Starting date: 2025 end