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Administrative Assistant

Lilly

Madrid

Presencial

EUR 30.000 - 45.000

Jornada completa

Hace 30+ días

Descripción de la vacante

A leading company in the pharmaceutical sector is seeking an experienced administrative support professional in Madrid. This role focuses on providing critical support to the MQ Site Head, including travel coordination, meeting organization, and administrative guidance. Candidates should be bilingual in Spanish and proficient in English, with a strong background in office management and excellent communication skills.

Formación

  • 5 years of experience in administrative/office management role.
  • Bilingual Spanish; C1 English proficiency or above.

Responsabilidades

  • Coordinate and arrange travel including transportation, hotels, and rental cars.
  • Maintain daily calendars, organize team meetings, and handle logistics.
  • Create and edit documents, spreadsheets, and presentations.

Conocimientos

Interpersonal skills
Organizational skills
Communication skills
Independence
Confidentiality

Educación

Higher professional education in international Secretaryship or Administration

Herramientas

Microsoft Office

Descripción del empleo

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We’re looking for people who are determined to make life better for people around the world.

Responsibilities

This position offers an opportunity for a skilled professional to provide critical administrative support to the MQ Site Head / Site Lead Team and its members. The ideal candidate is proactive, organized, detail-oriented, and has a strong sense of urgency.

Meeting Coordination
  • Maintain daily calendars proactively, initiate contact, and establish good working relationships outside the work group to optimize schedule coordination.
  • Organize team meetings and handle related logistics.
  • Assist in planning logistics such as calendaring, scheduling conference rooms, setting up equipment, and arranging catering or materials as needed.
Travel and Expenses
  • Coordinate and arrange travel including transportation, hotels, and rental cars.
  • Process expense reports.
Additional Support and Expectations
  • Adapt quickly to change and utilize tools for streamlining administrative work.
  • Guide team members on administrative tasks like calendaring, travel, and expense reporting.
  • Attend team meetings as assigned.
  • Create and edit documents, spreadsheets, and presentations.
  • Maintain group lists, distribution lists, spreadsheets, databases, and collaboration sites.
  • Assist with pre-boarding and onboarding of new employees.
  • Create Purchase Orders (POs) for the team.
  • Identify innovative techniques to increase team productivity.
  • Support internal communication efforts like the monthly newsletter and internal TV.
  • Maintain strong connections with local and global MQ AA.
Qualifications
  • Higher professional education in international Secretaryship, Administration, Finance, or related fields.
  • At least 5 years of experience in a professional or administrative/office management role.
  • Spanish bilingual; English proficiency at C1 level or above.
Additional Skills and Preferences
  • Strong interpersonal and organizational skills.
  • Proficient in Microsoft Office programs (Word, Excel, PowerPoint, Outlook, Skype, SharePoint).
  • Ability to work independently and manage time effectively in a dynamic environment.
  • Adaptability to change and process improvements.
  • Ability to prioritize tasks and seek guidance when needed.
  • Excellent written and verbal communication skills.
  • Ability to maintain confidentiality.

Lilly does not discriminate based on age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability, or any other legally protected status.

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