Office Assistant Job at MDPI (Barcelona)

Office Assistant

MDPI

Location:
Spain , Barcelona

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

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.

Job Responsibility:

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
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
Private Health Care Insurance
Gym membership discount
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

Additional Information:

Job Posted:
January 18, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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