DIRECTOR'S EXECUTIVE ASSISTANT

Director’s Executive AssistantICFO is a research center located in the Mediterranean Technology Park in the metropolitan area of Barcelona, which employs 500 people, including researchers, PhD students and staff personnel. In its area of specialization and category, the institute is consistently ranked among the highest-quality research institutions worldwide. ICFO proactively seeks partnerships with industries and fosters spin-off creation.Job DescriptionWe are seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive administrative and operational support to the Director. This key role will facilitate the Director’s daily activities, ensuring smooth communication and coordination across all levels of the organization and with external stakeholders.If you are an experienced Executive Assistant looking to contribute to a world-class research institute dedicated to advancing scientific discovery, we want to hear from you!Key Responsibilities:Executive Support:Directly support the ICFO Director in all aspects of their daily routine, ensuring efficient management of time and tasks.Handle the Director’s calendar, coordinating meetings, appointments, speaking engagements, and both national and international travel arrangements.Prioritize and manage incoming communications, including emails, phone calls, and correspondence; respond on behalf of the Director when necessary.Draft, prepare, and review correspondence, reports, and presentations for the Director’s internal and external audiences, ensuring professionalism and accuracy.Meeting Coordination:Organize and prepare meeting agendas, attend meetings, take notes, and prepare initial drafts of minutes and summaries for follow-up.Track action items and ensure timely follow-up, maintaining high organizational awareness and responsiveness.Documentation and Information Management:Organize, maintain, and manage key documents, ensuring they are up-to-date, easily accessible, and properly filed.Assist with institutional projects as necessary, providing administrative support to ensure smooth execution.Liaison and Communication:Serve as the primary liaison between the Director, ICFO staff, and external stakeholders, managing phone calls, visitors, and communications with professionalism and confidentiality.Facilitate effective communication within ICFO, fostering positive relationships across the organization and with external partners.Qualifications and Experience:Bachelor’s degree in a related field.A minimum of three years of experience in a similar executive assistant role.Previous experience in research institutions or similar organizations is highly valued.Fluency in English, Catalan, and Spanish (written and spoken) is required.Personal Skills and Characteristics:Strong service orientation with a proactive approach to problem-solving.Excellent organizational, planning, and time-management skills, with attention to detail and the ability to meet deadlines independently.High level of discretion, integrity, and professionalism in handling confidential information.Strong communication and teamwork skills, with the ability to work effectively across all levels of the organization.Flexibility and adaptability to manage multiple priorities and demands.Proficiency with office software and relevant applications.Why Join Us?As the Director’s Executive Assistant at ICFO, you will have the opportunity to:Work in a collaborative, multicultural environment at the forefront of innovative scientific research.Experience professional growth and development in a dynamic, international setting.Enjoy a competitive salary and benefits package, in accordance with institutional salary scales and commensurate with your qualifications and experience.Be part of a full-time, permanent position with long-term career potential.Application Process:To apply, please submit your resume and a cover letter detailing your experience and suitability for the position. ICFO is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. No restrictions of persons with disabilities, citizenship, or gender apply. ICFO follows the principles of openness, efficiency, transparency, supportiveness, and international comparability as outlined in the European Charter for Researchers and the European Code of Conduct for the Recruitment of Researchers.