Location: Hybrid (preferably Madrid/Paris based)
Commitment: 2-3 days per week.
Start Date: Immediately
Pharmaboardroom is an international B2B publishing and media company operating within the pharmaceutical and biotechnology industries, working across five global locations. We support senior executives and organisations through international business operations, publishing, client management, and executive coordination in a fast-paced and highly professional environment.
We are looking for a proactive and highly organised Administrative Assistant to support the CEO and wider team with operational, financial, and administrative tasks.
This is an employment OR contractor position if based in Spain. If based anywhere else, it is a contractor position only.
Key Responsibilities
- Managing day-to-day back-office administrative operations
- Supporting invoicing processes, payment collections, and procurement coordination with global pharmaceutical clients
- Liaising with finance teams and supporting corporate procurement processes
- Maintaining relationships with accountants and external financial contacts
- CRM management and database administration
- Preparing and maintaining Excel spreadsheets, reports, and formulas
- Assisting with light-touch HR administration and team coordination
- Organising logistics, scheduling, and operational support for the CEO and wider team
- Interacting with a wide range of international suppliers and service providers, including editors, web developers, and financial platforms such as Bloomberg Terminal and FactSet.
- Supporting internal systems, digital workflows, and operational efficiency initiatives
Requirements
- Previous experience in administration, operations, executive support, or office management
- Strong Excel skills, including formulas and spreadsheet management
- Comfortable using technology platforms such as Canva, WordPress, and AI tools
- Previous CRM experience, preferably Pipedrive
- Strong organisational and communication skills with excellent attention to detail
- Ability to manage multiple priorities independently in a remote working environment
- Professional and confident approach when working with senior stakeholders, suppliers, and international corporate clients
- Comfortable working with technology platforms and learning new systems quickly
- Fluent English required; Spanish/French is a plus
What We Offer
- International and entrepreneurial working environment
- Close collaboration with senior leadership
- Varied and hands-on role across operations, finance, and administration
- Long-term contractor opportunity with flexibility and autonomy
- Paid time-off
Job Type: Part-time
Pay: 1,500.00€ - 1,700.00€ per month
Work Location: Hybrid remote in 28001 Madrid, Madrid provincia
