The Barcelona Institute for Global Health (ISGlobal) is a cutting-edge institute addressing general public health challenges through research, translation into policy and education. ISGlobal has a broad portfolio in communicable and non-communicable diseases including environmental and climate determinants, and applies a multidisciplinary scientific approach ranging from the molecular to the population level. Research is organized in five programs: Climate, Air Pollution, Nature and Urban Health; Environment and Health over the Lifecourse; Global Viral and Bacterial Infections; Malaria and Neglected Parasitic Diseases and Maternal Child and Reproductive Health. ISGlobal is accredited with the Severo Ochoa distinction, a seal of excellence of the Spanish Science Ministry.

WHAT WE ARE LOOKING FOR

ISGlobal is seeking a motivated Personal Assistant to provide administrative and secretarial support to the Director of the Policy, Development and Advocacy (PDA) Department. The position will play a key role in managing the Director’s agenda, correspondence, travel and events, ensuring the smooth day-to-day running of the Director’s activities.

The Personal Assistant will report to the Director of PDA and work in close coordination with the Head of Director’s Office, contributing to the effective functioning of the Area and to clear, timely communication with ISGlobal’s departments and external partners.

In parallel, this person will contribute to the organization of the PDA team’s internal events, coordination meetings and retreats, and to the logistics of high-level visits and external events.

MAIN DUTIES





- Provide day-to-day secretarial and administrative support to the Director of PDA.

- Manage the Director’s agenda and the scheduling of meetings, appointments, calls and videoconferences, and monitor the Director’s email and calls, flagging urgent matters.

- Prepare and circulate meeting agendas, supporting documents and minutes, and follow up on agreed actions and deadlines.

- Draft, proofread and format correspondence, briefing notes, presentations and reports in English, Spanish and Catalan.

- Plan and organise the Director’s national and international travel, including visas and invitation letters, and prepare travel reports and expense justifications for the Accounting Department.

- Support the organisation of internal events (coordination meetings, retreats) and of external events and high-level visits, including logistics and communications to participants.

- Provide administrative support in the management of purchases, supplies and service requests for the PDA team, as well as in procedures for new staff, interns and visitors, keeping documents and files organised and confidential.

- Support the development of processes and templates for the Director’s Office, and perform other tasks as requested by the Director of PDA.

AUXILIAR TASKS





This job description reflects the present requirements of the post but may evolve at any time in the future as duties and responsibilities change and/or develop providing there is appropriate consultation with the post-holder.

This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual professional assessment process.

SKILLS

- Time management and ability to meet deadlines under pressure.

- Discretion, confidentiality and professionalism.

- Strong organizational and multitasking abilities.

- Must have self-motivation, eagerness to grow professionally and commitment to self-development.

- Clear written and verbal communication and interpersonal skills at all levels.

- Teamwork and collaboration.

- Proactivity and autonomy.

- Attention to detail and problem-solving ability.

- Flexibility and adaptability.

- Empathy.

- Cultural sensitivity and ability to work in an international, multicultural environment.

- Excellent Excel and Microsoft Office products.

- Working knowledge mainstream AI tools and a willingness to use them to improve everyday work processes.

The post holder will adhere to ISGlobal principles contained in People management policy, including Equity, diversity and health safety . The post holder will respect, and be accountable to ensure ISGlobal policies and procedures.

TRAINING AND EXPERIENCE / QUALIFICATIONS

- Minimum education: Higher education in Secretarial Studies, Administration or related fie

📌 Personal Assistant to the Director of Policy, Development... (España)
🏢 Barcelona Institute for Global Health (ISGlobal)
📍 España