Job Overview

Knowledge/ Education / Previous Experience Required
•    A degree or equivalent experience required.
•    Has professional written and verbal communication skills in English and Spanish.
•    Advance/expert level in various software programs including but not limited to Teams, Outlook, Word, Excel

Other Job-Related Skills/Background
•    Excellent prioritization and problem-solving skills
•    Experience dealing with highly confidential information; manage confidential information with absolute discretion and respect.
•    Good communication and organizational skills with ability to interact well with all levels of management and staff (internal and external)
•    Demonstrated proficiency, confidence, and discretion in interpersonal and team skills to interface internally and externally with personnel from all levels and geographies of a global company with flexibility in working style.
•    Organized with strong attention to details.
•    Professional oral and written communication skills
•    Accountability for own actions
•    Able to work independently as well as in a team.
•    Conscientious and high-quality delivery of work even when under pressure

Additional Info:

•    Part time – 20 hours per week. Flexible start between 8-9am to 12-13pm.
•    Remote work on Mondays and Fridays
•    The candidate will support the organization of the Governing Board on a full time basis (2 days per year). A compensatory day off will be granted for each 8 hours/day.
•    Accountability for own actions
•    At least 15 calendar days of vacation must be taken during July–August.
•    The service has no defined end date; therefore, the position can initially be presented as permanent, although the employment contract will include the applicable probation period.

Job Description

Key Responsibilities 

•    Provide administrative and organizational support to the Open Lab Team
•    Arrange TCOLF Governing Board F2F meetings logistic (average 2 / year) including: outlook invitations, booking meeting room, restaurant, taxis, coffees, etc.)
•    Coordinate Open Lab fellows’ arrivals and leavings with Relocation Spain, as well as welcoming tasks (bank account, Town Hall registration, etc.). Manage issues related to TCOLF pool of flats.
•    Coordinate Open Lab fellows’ customer incorporation activities: laptop picking up from IT, arrange documentation for the access cards, arrange access to shared areas, Spanish lessons, locker keys, etc.
•    Arrange customer internal requirements when Open Lab fellows leave: update IT laptop stock (ticket) in coordination with IT Dept., give back access cards to Security Dpt., give back locker keys, etc.
•    Request to the Home Institution Principal Investigators and Open Lab fellows 3 times/year the Four Monthly Reports and follow up to receive them on time.
•    Upload Open Lab final report to the long-term repository. 
•    Upload job advertising, publications, etc. in TCOLF LinkedIn 
•    Update content in TCOLF Webpage
•    Arrange Open Lab Seminars (four/year): including outlook invitations, booking Auditorium, request title, abstract and bios from speakers.
•    Arrange Monthly scientific seminar: outlook invitations, booking meeting rooms, etc.
•    Organize scientific and operational closing meetings for Open Lab projects.
•    Inform Global Health Medicines R&D unit admin support regarding Open Lab newcomers and leavings to have Open Lab distribution lists updated.