Office Assistant

We are seeking a dedicated Office Assistant to provide comprehensive administrative support in the MDPI Spain office. The successful candidate will play a key role in ensuring the smooth organization and administration of office meetings, projects, and daily operational tasks. This position is ideal for a detail-oriented and proactive professional who thrives in a dynamic office environment.

This is a full-time and office-based position.

Core Responsibilities:

Managing front desk and office communication: handling phone calls and emails, greeting visitors, preparing refreshments, and issuing internal announcements.

Supporting meetings and internal coordination: booking meeting rooms, maintaining calendars, preparing meeting spaces, and attending administrative meetings (note-taking and meeting minutes preparation).

Ensuring efficient office operations: monitoring office facilities, equipment, furniture, and assets; reporting issues and coordinating repairs with technical services.

Managing office supplies and inventory: overseeing kitchen, bathroom, and general office supplies in coordination with the Office Manager.

Acting as a liaison with building administration, maintenance services, and rental agencies; organizing visitors’ stays when required.

Supporting internal communication between employees and the Office Manager; filtering and responding to requests when possible.

Handling office finance processes: tracking office expenses and submitting invoices in internal systems.

Coordinating office events and team-building activities, including supplier contact and logistical planning.

Managing vendor and supplier relationships: monitoring contracts, assessing performance, and negotiating improvements.

Additional Responsibilities:

Providing administrative and operational support to the Office Manager, Operations Director, HR, and Finance teams.

Assisting with office setup and dismantling tasks, maintaining order, aesthetics, and a professional office appearance.

Proactively supporting the smooth day-to-day functioning of the office.

Requirements:

Bachelor’s degree or higher in Business Administration, or a related field.

1–2 years of experience in office administration, event coordination and business operations.

Excellent written and verbal communication skills in English and Spanish.

Advanced proficiency in Microsoft Excel; intermediate proficiency in PowerPoint and Word.

Basic knowledge of travel agency platforms and Microsoft Teams.

Intermediate proficiency in online supermarket ordering and online purchasing tools.

Strong attention to detail, with well-developed teamwork and time management skills.

What We Offer:

The opportunity to contribute to the academic community and attend scientific conferences.

Professional development opportunities.

Competitive salary and bonus system for high performers.

Benefits Package: Private Health Care Insurance, Gym membership discount and flexible start time schedule.

Team Building activities.

Paid Holidays: 24 working days per calendar year in addition to public and bank holidays in Spain.

Work in a collaborative, diverse, and socially responsible team.

Prime work location in Barcelona.

Ready to Apply?

We look forward to receiving your completed application. Please submit your cover letter and CV in English.

About MDPI

A pioneer in scholarly open access publishing, MDPI has supported academic communities since 1996. Our mission is to foster open scientific exchange in all forms, across all disciplines. We operate more than 400 diverse, peer-reviewed, open access journals supported by over 66,000 academic editors. We serve scholars from around the world to ensure the latest research is openly and broadly available.

MDPI is headquartered in Switzerland with additional offices in Europe, Asia and North America. We are committed to ensuring that high quality research is made available as quickly as possible. We also support sustainability projects, with sustainability as a key theme in many journals and through the MDPI Sustainability Foundation.

MDPI Spain opened in Barcelona in 2016. With a team of 32 employees, our key focus is based on the scientific and external communication to further develop our services as the biggest Open Access publisher.
Our employees enjoy an international and friendly working environment and ensure that the latest high-quality research is openly available as quickly as possible. In addition, the Barcelona office focuses on external communications, approaching the scientific community, contacting organizations, and attending to scientific conferences.

MPDI Spain cultivates a culture that values diversity and inclusion and is dedicated to maintaining fair, competitive pay practices that uphold our commitment to pay equity. Our compensation decisions are based on various factors, including a candidate’s qualifications such as skills, education, experience, training, and licensure. This approach applies to all employees.

Initiatives

At MDPI, we develop and maintain various platforms in order to better serve the scientific community. Please find here-below a list of our main platforms:

https://www.mdpi.com
https://www.mdpi.com/books/
https://sciprofiles.com
https://sciforum.net
https://www.scilit.net
https://www.preprints.org
https://encyclopedia.pub

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