Executive Assistant

About us

We are a Contract Development and Manufacturing Organization (CDMO) with over 40 biotech companies worldwide that have placed their trust in us. We develop and manufacture lentiviral vectors as a European leader working under both EMA and FDA standards. The lentiviral vectors produced by VIVEbiotech are used to treat a range of disorders, including haematological and solid cancers, and rare diseases.

 We are looking for you to be part of our Team!

Your role

We are seeking an Executive Assistant to report directly to the General Management, with experience in a similar role. The primary mission is to support the Company’s Executive Team by preparing monthly reports, creating reports, presentations, managing meetings, etc.

Additionally, you will organize company travel and ensure the proper handling of the company’s legal information while consistently maintaining an optimal internal and external image (handling phone calls, external visits, continuous improvement of the company’s image, etc.).

Your responsibilities

Support to the Executive Team:

• Prepare special reports, statistics, graphs, presentations, studies, etc., as requested.
• Prepare monthly KPI reports, consolidating information from various area heads.
• Manage meetings, both internal and external (catering, reservations, visual aids, etc.), and coordinate agendas.
• Handle official documents and ensure their correct storage, including notary files, council minutes, etc.
• Assist in general project activities that impact office functions.
• Review information flows of specific processes affecting multiple areas within the company when required.
• Provide general support as needed during peak or critical times: preparation for conferences, special meetings, board meetings, etc.

Customer Service:

• Manage company reception and telephone lines, maintaining an excellent image at all times.
• Handle external calls and visits, ensuring optimal customer service and projecting the best image of the company when attending to all external inquiries (customers, suppliers, institutions, etc.).
• Support other departments in preparing for external visits within the company: meeting room setup, organizing meals or coffee breaks, etc.
• Coordinate company travel arrangements.

For all responsibilities above:

• Proactively suggest continuous improvement ideas related to cost-effectiveness, based on your knowledge and experience, to help achieve the company’s objectives.
• Report any significant issues impacting your area of responsibility or team to your direct supervisor.
• Perform all tasks respecting the company’s culture and values both within and outside your team. Key behaviors include teamwork, customer orientation by responding flexibly to needs as they arise, and a commitment to continuous improvement.

About you

• Studies in Executive Assistance, Administration and Finance, Business Administration, Marketing, etc.
• At least 4 years of experience in similar roles supporting Executive Teams with report preparation, presentations, agenda coordination, and handling external visits.
• Excellent English skills and high communication abilities, both verbal and written.
• Strong knowledge of Microsoft Office.
• Strong competencies in document management, self-management, and organization.
• Solid focus on customer satisfaction and high quality.
• Ability to work under pressure to meet results and deadlines, and a positive attitude toward change.
• Strong problem-solving skills, risk-taking ability, and multitasking capacity.
• High levels of autonomy, responsibility, proactivity, and rigor.
• Above all, a desire to learn and work for and with the team.

We offer you

• You will have continuous career development that will help you develop your talent throughout your entire professional career.
• You will participate in innovative projects in constant technological update.
• You will have a competitive salary according to your profile for this position.
• You will be part of an expert, young, dynamic, innovative and enthusiastic team united by a common purpose, to accompany our clients to go ahead in the cure of diseases.
• We will support you in your personal change process, if you come from another region and wish to come to live in Donostia-San Sebastián (accommodation, support in the job placement for members of your family unit, schooling,…).
• You will enjoy a professional work environment, which is really distinguished by our humanity and closeness. And where we take care of diversity and inclusion. Diverse viewpoints, your curiosity, bring diverse capabilities that strengthen our focus and fuel our growth.
• We are proud on offering equal opportunities and a close, welcoming environment. All people receive consideration for our vacant positions, without distinction of gender, age, race, religion, identity, sexual orientation, origin, disability or any other characteristic.