Administrative Assistant - Delivery Unit: This position will help support the Global Omnichannel Execution Services department within the Human Pharma Services Delivery Unit. This includes supporting the Head of the department and the department's 5 current (and future) teams—including their Team Leads and team members. As our department continues to grow and offer additional services, this role will be of key importance in helping our teams navigate the administrative side of our fast-paced, global environment and our regularly-changing priorities.
This role is a hybrid role that will require working from our Sant Cugat office a few days a week.
Functions and ResponsibilitiesOwn and maintain the administrative side of the following types of activities: contracts and vendor management, travel and expenses management, budget and financial management, onboarding and offboarding activities, internal meeting and workshop organization, internal communications management, documents management and governance, calendar and scheduling tasks, and other team and project management tasks.Interact with other departments and teams, both within our functional organization and across other local & global cross-functional areas, to complete administrative tasks (Finance, Sourcing, Human Resources, IT, Site Management, Legal, GTM, etc).Work with other Delivery Unit and Human Pharma Services assistants - this will include helping support other departments and teams during busy periods, cross-training other assistants and teams, sharing best practices, and streamlining & delegating ownership of certain common, shared tasks across assistants.Write, organize, and maintain meeting minutes—including agendas, notes, summaries, action items, and follow-ups—for department meetings and workshops, as needed.Manage the calendars, invites, and meeting room/resource management for the department's leadership (i.e., Head and Team Leads), as needed. RequirementsEducation or background in Administration, Office Management, Business Management, or similar.3-5 years of experience in a similar position or administering large projects.Excellent verbal and written communication skills - in both English and Spanish. Please note, the global nature of this job requires being 100% fluent and comfortable in English.Strong time management skills, with the ability to prioritize workload efficiently in a fast-paced environment.Highly organized with strong attention to details.Proactive, self-starter, team-worker, results-oriented, quick learner.Extensive experience with digital tools (Microsoft 365, Adobe Acrobat (PDFs), other cloud/web-based administrative tools, etc).Demonstrated trustworthiness & ability to handle sensitive and/or confidential information.Positive mindset to help people enjoy the time they spend together in the office - a mentality and attitude that helps people feel welcome and ensures they land softly into their new roles, especially when they come in from abroad.Ideally, previous experience working in large, complex, international companies. Why IamBoehringerIngelheim? We are continuously working to design the best experience for you. Here are some examples of how we will take care of you:
Flexible working conditionsLife and accident insuranceHealth insurance at a competitive priceInvestment in your learning and developmentGym membership discounts If you have read this far, what are you waiting for to apply? We want to know more about you!
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