The Barcelona Site Admin & Event Coordinator is part of the Facility advisor team, supporting the Site Director and Site team with administrative tasks. The role coordinates and organizes events held on site and off site, handling logistics such as room booking and hospitality services. The person also supports senior stakeholders in their on-site events, ensuring consistent information and high-quality support. As a member of the administrative support community, they assist other administrative staff and contribute to shared practices.

Responsibilities

Provide administrative services to the Site management team, coordinating complex meetings and punctual off-site events, organizing the agenda and travel in accordance with AZ policy.
Communicate on behalf of leaders, including tracking and clarifying work assignments, as well as group emails and workplace messages.
Preparation of agendas, presentation materials and minutes of meetings, when required.
Develop a complete understanding of the requirements for every event on site. • Recommend vendors if required based on stakeholder’s requirement.
Develop content for event materials if required
Coordinate the different service provider and Site team to ensure a high-quality support of each event.
Lead or assist in internal Site meeting meetings/conferences.
Support in managing and improving hospitality services of the Site.
As a member of the administrative support community, provide support and assistance to other administrative staff, including training, and actively contribute to the continued development and implementation of shared practices.

Requirements

Experience in managing small and big events in pharmaceutical company.
Experience in working with senior stakeholders.
Well-organized with excellent multi-tasking abilities.
Strong communication and interpersonal skills.
Fluency in English and Spanish.

Nice to have

Experience of managing ambiguity whilst navigating through it.