Context And Mission

The BSC-AI Institute is seeking a highly organized and proactive professional to provide administrative and operational support for the day-to-day activities of the Institute.
Working closely with the BSC-AI Institute Director, Principal Investigators (PIs), research teams, and relevant BSC administrative and support departments, the successful candidate will contribute to the smooth functioning of the Institute by facilitating internal coordination, administrative processes, staff-related procedures, and organizational activities.
The position will be embedded within the BSC-AI Institute support team and will involve regular interaction with other BSC departments and central services, particularly Human Resources, Finance, Travel, Operations, and other administrative units.
The position plays a key role in ensuring that the BSC-AI Institute's researchers and leadership receive efficient administrative and organizational support, enabling the scientific teams to focus on their research and strategic activities.

Key Duties

- Internal coordination and liaison: Support coordination and communication among the different teams and research groups within the BSC-AI Institute, as well as with other BSC departments and services, helping to ensure effective communication and smooth administrative processes.
- Staff-related processes: Provide administrative support throughout staff recruitment processes and coordinate procedures related to new staff members, interns, and visitors, including onboarding and offboarding, as well as other HR-related matters.
- Resource requests: Review, validate, and follow up on resource requests and other employee-related administrative procedures,



ensuring that they are appropriately processed and aligned with internal procedures
- Travel management: Manage and follow up on travel requests for the Institute's Principal Investigators and other relevant staff, including travel authorizations, agendas, bookings, documentation, and expense reporting.
- Agenda and meeting management: Support the management of the BSC-AI Institute's agenda, including the coordination and scheduling of internal and external meetings, preparation of agendas, meeting logistics, and follow-up on relevant actions when required.
- Events and activities: Support the organization and coordination of BSC-AI Institute activities and events, including workshops, seminars, internal meetings, visits, retreats, and other scientific or institutional events
- Events and activities: Support the organization and coordination of BSC-AI Institute activities and events, including workshops, seminars, internal meetings, visits, retreats, and other scientific or institutional events
- General operational support: Act as a point of contact for day-to-day administrative matters within the Institute, helping to identify needs, resolve operational issues, and coordinate with the appropriate BSC services

Requirements

- Education
- Bachelor degree





- Essential Knowledge and Professional Experience

- Previous experience in administrative, departmental, executive, or project support roles, preferably within a research, academic, scientific, or international environment.
- Excellent organizational and time-management skills, with the ability to manage multiple priorities simultaneously
- Strong interpersonal and communication skills, with the ability to interact effectively with researchers, management, administrative teams, and external stakeholders
- A proactive, service-oriented, and problem-solving approach.
- A high level of accuracy and attention to detail
- The ability to work autonomously while collaborating closely with different teams and departments
- Discretion and the ability to handle confidential or sensitive information appropriately.
- Good command of office productivity and collaborative tools.

- Competences

- Professional proficiency in English and Spanish; knowledge of Catalan would be an asset.

Conditions

- The position will be located at BSC within the AI Institute Department
- We offer a full-time contract (35h/week), a good working environment, a highly stimulating environment with state-of-the-art infrastructure, adaptable working hours, extensive training plan, restaurant tickets, private health insurance, support to the relocation procedures
- Duration: Open-ended contract due to technical and scientific activities linked to the project and budget duration
- Holidays: 22 days of holidays + 6 personal days + 24th and 31st of December per our collective agreement
- Salary: we offer a competitive sala

📌 Administrative & Coordination Support for AI Institute Department (Barcelona)
🏢 Barcelona Supercomputing Center
📍 Barcelona