The Vall d´Hebron Institute of Oncology (VHIO) Seeks a “Executive Administrative Specialist”

Reference: 2026-069-01

Application deadline: Until the position is filled

Number of vacancies: 1

Job description:

VHIO Academy promotes scientific excellence, research integrity and professional development, fostering collaboration, inclusion and a positive research environment. Its activities focus on research quality and impact, as well as people, values and research culture, particularly within VHIO’s Biomedical and Clinical Research groups.

VHIO Academy is seeking an Executive Administrative Specialist to provide organizational support to its two units, ensuring the smooth coordination of their activities and projects.

Main duties:

• Provide executive-level administrative support to the VHIO Academy Unit.

• Manage calendars, coordinate meetings and travel arrangements, prepare agendas, take minutes and follow up on actions.

• Support the organisation and coordination of scientific events, seminars, training programmes and strategic institutional projects.

• Manage correspondence, shared mailboxes and communication with internal and external stakeholders.

• Maintain accurate records and documentation, ensuring confidentiality and proper information management.

• Assist with budget monitoring, invoice processing and expense reporting.

• Contribute to improving administrative processes and ensuring efficient daily operations.

• Ensure compliance with institutional policies, procedures and administrative standards.

Requirements:

• Education: Bachelor's degree in Business Administration, Office Management or a related field, or a degree in Life Sciences combined with relevant experience in research management.

• Experience: At least 3 years of experience in executive assistance, administrative coordination or a similar role, preferably in an international research environment.

• Digital skills: Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint and Outlook) and familiarity with Moodle.

• Languages: Full professional proficiency in English and Spanish, both written and spoken.

• Organisational skills: Ability to manage multiple tasks, prioritise effectively and work independently.

• Confidentiality: Ability to handle sensitive information with professionalism and discretion.

Desirable qualifications:

• Fluency in Catalan.

• Experience supporting scientific events, research projects or training activities.

• Strong communication, problem-solving and interpersonal skills.

• Proactive approach, attention to detail and ability to work collaboratively.

Additional information:

We offer:

• 📈The possibility of developing your professional career in a competitive environment.

• 🧠To be part of a center that is constantly developing, pursuing excellence in research and collaborating with leading teams.

• 🫱🏻‍🫲🏾We offer and promote a diverse and inclusive environment, and welcome all people equally, regardless of age, disability, gender, nationality, race, religion or sexual orientation.

• 🪴We care about our environment and understand the importance of sustainability. We have the GreenVhio program, which you can be a part of.

Conditions:

• 📝Permanent contract.

• 🗓️Full-time position, 37.5 hours per week.

• 💶Salary according to qualifications and experience following VHIO pay scales.

• 💳Flexible remuneration program (includes restaurant vouchers/cards, transport, medical insurance, and “baby daycare” voucher).

• ⏰Flexible working hours and measures to balance work, family, and personal life, and promote gender equality, as established in the VHIO collective agreement.

• 🗺️24 days of holidays and 6 personal days.

• 🎓Fully subsidized Catalan, Spanish, or English courses.

• 🏃‍➡️Take advantage of doing sports at great prices with WellHub.

• 🩺You’ll have access to weekly physiotherapy sessions at the office, offered at a reduced price for the team.

Vall d’Hebron Institute Oncology (VHIO) endorses the Requirements and Principles of the European Charter for Researchers, the Code of Conduct for the Recruitment of Researchers promoted by the European Commission and follows Equal Opportunities policies.

On 10th April 2018 VHIO was awarded the “HR Excellence in Research” logo. Our Institute was consequently granted permission to use the HR Excellence in Research Award logo as demonstration of its stimulating and favourable work environment in line with the Charter & Code.