Senior Assistant

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

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 teamworkStrong 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

#IamBoehringerIngelheim because…

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
• Gym membership discounts

Our Company

Boehringer Ingelheim is a biopharmaceutical company active in both human and animal health. As one of the industry's top investors in research and development, the company focuses on developing innovative therapies that can improve and extend lives in areas of high unmet medical need. Independent since its foundation in 1885, Boehringer takes a long‑term perspective, embedding sustainability along the entire value chain. Our approximately 54,300 employees serve over 130 markets to build a healthier and more sustainable tomorrow. Learn more at www.boehringer-ingelheim.com.

Why Boehringer Ingelheim?

With us, you can develop your own path in a company with a culture that knows our differences are our strengths - and break new ground in the drive to make millions of lives better.

Here, your development is our priority. Supporting you to build a career as part of a workplace that is independent, authentic and bold, while tackling challenging work in a respectful and friendly environment where everyone is valued and welcomed.

Alongside, you have access to programs and groups that ensure your health and wellbeing are looked after - as we make major investments to drive global accessibility to healthcare. By being part of a team that is constantly innovating, you'll be helping to transform lives for generations.

Want to learn more? Visit https://www.boehringer-ingelheim.com