Senior Administrative Specialist, Data & Analytics Team

Boehringer Ingelheim; Sant Cugat del Vallès; On-site; EUR 29,000 - 42,000; Full time

Benefits offered by this job

Flexible working conditions

Life and accident insurance

Health insurance at a competitive rate

Investment in learning and development

Gym membership discounts

Job summary

Boehringer Ingelheim in Spain seeks an Administrative & Operations Associate to support the HP Data & Analytics Team Leads and the wider team, acting as a first point of contact for day-to-day admin matters.

You will handle onboarding/offboarding, travel and expenses, budgeting, events, office access, meeting support, and process improvements, collaborating with stakeholders to keep calendars, accounts and records accurate.

Qualifications

• Bachelor’s degree in Finance or Business Administration.
• 3–5 years of experience in a similar position.
• English: Full professional proficiency (written and spoken).
• Additional languages (e.g., Spanish) are a plus but not mandatory.
• Strong organizational, analytical, and communication skills.
• Collaboration and mediation abilities.
• Able to simplify complexity and learn quickly.
• Adaptability to changing priorities.

Responsibilities

• Onboarding & Offboarding: Coordinate onboarding and offboarding for internal and external team members, including account activation/deactivation, access rights, IT equipment and other materials, and maintenance of org charts.
• Event Coordination: Plan and coordinate team events, workshops, management meetings and team activities, including logistics and communications.
• Travel & Expense Management: Coordinate flights, hotels and registrations; support Concur bookings and expense reporting; review travel expenses for external consultants.
• Finance & Budget Administration: Manage SOWs and POs, coordinate invoice approvals, maintain budget information and financial reports, support year-end provisions, and cross-charge activities.
• Office & Workplace Support: Act as a key contact for office-related matters, including room bookings, visitor coordination, office calendars and workplace collaboration.
• Team Lead & Meeting Support: Support Team Lead calendar for complex meetings; coordinate with stakeholders; assist with meeting organization and minutes.
• Access & Administrative Management: Coordinate access management, ownership transfers and distribution-list administration; keep records up to date.
• Administrative Point of Contact: Central point of contact for day-to-day administrative matters across the team; coordinate with other admin functions.

Skills

Strong organizational skills

Proactive and teamwork

Analytical and problem-solving

Excellent communication

Collaboration and mediation

Adaptability to changing priorities

Ability to simplify complexity

Education

Bachelor’s degree in Finance

Bachelor’s degree in Business Administration

Tools

Concur

Job description

Boehringer Ingelheim in Spain seeks an Administrative & Operations Associate to support the HP Data & Analytics Team Leads and the wider team, acting as a first point of contact for day-to-day admin matters.

You will handle onboarding/offboarding, travel and expenses, budgeting, events, office access, meeting support, and process improvements, collaborating with stakeholders to keep calendars, accounts and records accurate.