AI Director Assistant

Barcelona Supercomputing Center; Barcelona; Presencial; EUR 50.000 - 70.000; Jornada completa

Descripción de la vacante

A leading research institution in Barcelona seeks an Executive Assistant to support the director of its new Institute of Artificial Intelligence. This full-time position involves managing the director's schedule, organizing meetings, and coordinating communication within a dynamic research environment. Candidates should have a minimum of 3 years' experience, proficiency in Microsoft Office, and fluency in English, Spanish, and Catalan.

Servicios

Flexible working hours

Private health insurance

Restaurant tickets

Formación

• Minimum of 3 years of experience as an Executive Assistant.
• Proven experience managing international agendas and travel.
• Comfortable in a multicultural and fast-paced environment.

Responsabilidades

• Manage the AI Institute Director's agenda and correspondence.
• Prepare and organise meetings for the Director.
• Coordinate communication between the AI Institute and other departments.

Conocimientos

Organizational skills

Communication skills

Proficiency in Microsoft Office Suite

Language fluency in English

Time management

Educación

Professional training in Executive Assistance

University degree in Business Administration

Descripción del empleo

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 organisational 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, prioritisation, and coordination with internal and external stakeholders.
• Prepare and organise 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.
• Organise visits, events, and delegations, overseeing agendas, logistics, and visitor coordination.
• Maintain organised 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 optimise 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 organisational and time management skills.
• Strong written and verbal communication abilities.
• Proactive, flexible, and resourceful attitude.
• Strong problem‑solving and prioritisation skills.
• Team‑player attitude.
• Sociable, approachable, and service‑orientated.

• Conditions
• The position will be located at BSC within the Directors Department.
• We offer a full‑time contract, a good working environment, a highly stimulating environment with state‑of‑the‑art infrastructure, flexible working hours, an extensive training plan, restaurant tickets, private health insurance, and support for 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 as 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.