Senior Assistant

Boehringer Ingelheim; Sant Cugat del Vallès; On-site; EUR 28,000 - 40,000; Full time

Benefits offered by this job

Flexible working conditions

Life and accident insurance

Health insurance at a competitiveprice

Investment in your learning and devlop

Job summary

Boehringer Ingelheim Pharmaceuticals, Inc. in Spain is seeking an Administrative and Operations Associate to support the HP Data & Analytics Team Leads with day-to-day admin tasks and calendar coordination.

You will oversee onboarding/offboarding, travel and expense management, budget support, purchasing, and office operations, while helping automate processes and enabling efficient team collaboration across internal and external stakeholders.

Qualifications

• Bachelor’s degree in Finance or Business Administration as listed.
• 3–5 years of experience in a similar administrative/operational role.
• Full professional proficiency in English (written and spoken).
• Spanish language skills are a plus but not mandatory.

Responsibilities

• Provide administrative and operational support to the HP Data & Analytics Team Leads and team in Spain.
• Coordinate onboarding/offboarding, access, IT equipment, and organizational charts.
• Plan and coordinate events, logistics and communications for team activities.
• Manage travel bookings (including Concur) and expense reporting; review travel expenses.
• Administer SOWs/POs, budgets, and cross-charge activities; assist year-end provisions.
• Act as a point of contact for office matters, room bookings, and calendars.
• Support calendar management for Team Lead meetings and minutes.

Skills

Organizational skills

Analytical skills

Communication

Stakeholder management

Teamwork

Adaptability

Problem-solving

Proactive

Education

Bachelor's degree in Finance

Bachelor's degree in Business Administration

Tools

Concur

Job description

Provide administrative and operational support to the HP Data & Analytics Team Leads and wider team in Spain, acting as a key point of contact for day-to-day administrative matters.

The role covers onboarding and offboarding, financial and invoice administration, purchasing and budget support, travel and expense management, event coordination, office and access management, and support for complex meetings and Team Lead calendars. It also contributes to improving and automating administrative processes across the team.

Tasks and responsibilities

• Onboarding & Offboarding: Coordinate onboarding and offboarding for internal and external team members, including account activation/deactivation, access rights, IT equipment and other required materials, and maintenance of organizational charts.
• Event Coordination: Plan and coordinate team events, workshops, management meetings and other team activities, including logistics, venue/room arrangements and participant communications.
• Travel & Expense Management: Coordinate flights, hotels and registrations; support the team with Concur bookings and expense reporting; and 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 coordinate relevant cross-charge activities.
• Office & Workplace Support: Act as a key point of contact for office-related matters, including room bookings, visitor coordination, office calendars and collaboration with relevant workplace functions.
• Team Lead & Meeting Support: Support Team Lead calendar management for complex or key meetings, coordinate with internal and external stakeholders, and support recurring management activities such as meeting organization and minutes.
• Access & Administrative Management: Coordinate access management, ownership transfers and distribution-list administration, ensuring relevant administrative information and team records remain up to date.
• Administrative Point of Contact: Act as the central point of contact for day-to-day administrative matters across the team, providing guidance and support to team members and coordinating with other administrative functions when required.

Requirements

• Bachelor’s degree in one of the following fields:
• Finance
• 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 skills.
• Proactive and teamwork.
• Strong analytical and problem-solving skills.
• Excellent communication and stakeholder management abilities.
• Collaboration and mediation skills.
• Able to simplify complexity and to learn things quickly.
• Adaptability to changing priorities.

We are continuously working to design the best experience for you. Here are some examples of how we will take care of you:

• Flexible working conditions
• Life and accident insurance
• Health insurance at a competitive price
• Investment in your learning and development