Administrative Assistant, Spain

Madrigal Pharmaceuticals; Madrid; Presencial; EUR 35.000 - 50.000; Jornada completa

Descripción de la vacante

A leading biotechnology firm is seeking an experienced Administrative Assistant in Madrid to oversee administrative workflows and ensure efficient day-to-day operations. The ideal candidate will have a Bachelor's degree, be fluent in both Spanish and English, and possess at least 5 years of experience in the pharma or biotech industry, preferably in a start-up environment. Strong organizational skills and proficiency in MS Office are essential. Enjoy a collaborative work culture where innovation drives success.

Formación

• At least 5 years’ experience in a similar role in the pharma/biotech industry.
• Experience in a start-up environment.
• Positive, calm, can-do attitude.

Responsabilidades

• Ensure smooth daily operations by overseeing administrative workflows.
• Act as the first point of contact for facility-related issues.
• Manage calendars, travel, and meeting arrangements for the leadership team.
• Partner in the hiring process by arranging interviews and managing candidate travel.

Conocimientos

Fluent in Spanish

Fluent in English

Proficiency in MS Office

Organizational skills

Proactivity

Ability to work independently

Flexibility

Educación

Bachelor’s Degree ideally in business or related field

Descripción del empleo

About

Madrigal Pharmaceuticals is a science-driven company committed to transforming treatment for patients with metabolic-dysfunction associated steatohepatitis (MASH). As a leader in this field, they emphasize integrity, collaboration, and innovation while striving to improve patient outcomes. Their groundbreaking therapy is set to revolutionize MASH treatment, and they are building a high-performing commercial team to drive its adoption. Madrigal offers a dynamic and supportive environment were collaboration and innovation drive success. The team is passionate about delivering transformative therapies to patients in need. If you thrive in a results driven, patient-centric culture, we invite you to be part of this journey. Our mission is to transform the standard of care for patients suffering from NASH by delivering groundbreaking therapies that improve liver health and prevent disease progression

Position Summary

The Administrative Assistant ensures the smooth and efficient daily operations of the Madrigal affiliate by overseeing administrative workflows, managing office resources (supplies, facilities, budgets), and coordinating staff activities. This role maintains an organized, professional work environment and serves as a central point for communication, issue resolution, and logistical support, enabling employees to work effectively and support overall business objectives.

Key Responsibilities

• Maintains Office (organizing IT support, facility management, answering phone calls, organizing shipments and deliveries by courier/post, lease, and other needs and supplies)
• First point of contact for all facility-related questions and needs and is the direct contact with the office supplier
• Liaises with Regional VP and Finance team to ensure all POs, invoices and contracts are managed and processed effectively and in a timely manner
• Creates an appropriate Document Management System as needed (including SOPs, Archives, Legal retention, promotional material, etc.)
• Manages calendars, travel and meeting arrangements for German Leadership Team
• Reserves meeting space and all associated needs
• Manages local consumable payments
• Insurance of legal documents; obtaining notary and apostille verification when needed
• Obtains signatures on legal contracts, incorporation documents, bank account documents, etc.
• Collection of Logistics / QA / Reg documents
• Works across all departments to ensure the smooth running of the office
• Partners with hiring manager and Talent Acquisition team in relation to hiring process (arranging position postings, interview schedules, managing candidate travel and costs, preparing contracts)
• Organizes onboarding including updating HR, Payroll and benefit systems, updating relevant SOPs and policies etc. in partnership with Corporate HR team
• Tracking holidays, sickness, leaves of absence including notifying local authorities when relevant
• Ensures optimal health and safety standards of the office are maintained
• Complies with all GDPR requirements
• Other duties as assigned

Key Requirements

• Bachelor’s Degree ideally in business or other
• Fluent in Spanish and English
• At least 5 years’ experience in a similar role in the pharma/biotech industry (international)
• Experience in a start-up environment
• Proactive and well-organized individual with an innate ability to work independently to tight deadlines in a dynamic, collaborative environment
• Is naturally curious and hungry to learn and grow on the job, while immediately contributing to company success
• Fully proficient in MS office including word, PowerPoint, excel
• Positive, calm, can do attitude and someone who is willing to go the extra mile as needed
• Displays flexibility and willingness to contribute to a variety of areas across the business
• Enthusiasm and excitement for a start-up environment

Additional Information

Madrigal is an Equal Opportunity Employer. All employment is decided on the basis of qualifications, merit, and business needs. Applicants will receive consideration for employment without regard to race, ethnicity, color, religion, sex gender identity, sexual orientation, national origin, age, disability, protected veteran or disabled status, or other characteristic protected by applicable federal, state, or local law.

Unsolicited resumes from agencies should not be forwarded to Madrigal. Madrigal will not be responsible for any fees arising from the use of resumes through this source. Madrigal will only pay a fee to agencies if a formal agreement between Madrigal and the agency has been established.