AI Director Assistant

676_25_DIR_DIR_EA

AI Director Assistant

Sunday, 30 November, 2025

Reference: 676_25_DIR_DIR_EA

Job title: AI Director Assistant

About BSC

The Barcelona Supercomputing Center - Centro Nacional de Supercomputación (BSC-CNS) is the leading supercomputing center in Spain. It houses MareNostrum, one of the most powerful supercomputers in Europe, was a founding and hosting member of the former European HPC infrastructure PRACE (Partnership for Advanced Computing in Europe), and is now hosting entity for EuroHPC JU, the Joint Undertaking that leads large-scale investments and HPC provision in Europe. The mission of BSC is to research, develop and manage information technologies in order to facilitate scientific progress. BSC combines HPC service provision and R&D into both computer and computational science (life, earth and engineering sciences) under one roof, and currently has over 1000 staff from 60 countries.

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We are particularly interested for this role in the strengths and lived experiences of women and underrepresented groups to help us avoid perpetuating biases and oversights in science and IT research. In instances of equal merit, the incorporation of the under-represented sex will be favoured.

We promote Equity, Diversity and Inclusion, fostering an environment where each and every one of us is appreciated for who we are, regardless of our differences.

If you consider that you do not meet all the requirements, we encourage you to continue applying for the job offer. We value diversity of experiences and skills, and you could bring unique perspectives to our team.

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 ed

Applications procedure and process

All applications must be submitted via the BSC website and contain:

• A full CV in English including contact details
• A cover/motivation letter with a statement of interest in English, clearly specifying for which specific area and topics the applicant wishes to be considered. Additionally, two references for further contacts must be included. Applications without this document will not be considered.

Development of the recruitment process

The selection will be carried out through a competitive examination system ("Concurso-Oposición"). The recruitment process consists of two phases:

• Curriculum Analysis: Evaluation of previous experience and/or scientific history, degree, training, and other professional information relevant to the position. - 40 points
• Interview phase: The highest-rated candidates at the curriculum level will be invited to the interview phase, conducted by the corresponding department and Human Resources. In this phase, technical competencies, knowledge, skills, and professional experience related to the position, as well as the required personal competencies, will be evaluated. - 60 points. A minimum of 30 points out of 60 must be obtained to be eligible for the position.

The recruitment panel will be composed of at least three people, ensuring at least 25% representation of women.

In accordance with OTM-R principles, a gender-balanced recruitment panel is formed for each vacancy at the beginning of the process. After reviewing the content of the applications, the panel will begin the interviews, with at least one technical and one administrative interview. At a minimum, a personality questionnaire as well as a technical exercise will be conducted during the process.

The panel will make a final decision, and all individuals who participated in the interview phase will receive feedback with details on the acceptance or rejection of their profile.

At BSC, we seek continuous improvement in our recruitment processes. For any suggestions or comments/complaints about our recruitment processes, please contact recruitment [at] bsc [dot] es [dot] For more information, please follow this link.

Deadline

The vacancy will remain open until a suitable candidate has been hired. Applications will be regularly reviewed and potential candidates will be contacted.

OTM-R principles for selection processes

BSC-CNS is committed to the principles of the Code of Conduct for the Recruitment of Researchers of the European Commission and the Open, Transparent and Merit-based Recruitment principles (OTM-R). This is applied for any potential candidate in all our processes, for example by creating gender-balanced recruitment panels and recognizing career breaks etc.

BSC-CNS is an equal opportunity employer committed to diversity and inclusion. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or any other basis protected by applicable state or local law.

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