Assistant, Administrative Associate

CHS has an exciting opportunity for join our CHS Iberica Team to be based in our office in Barcelona. The primary role is to provide facility management, providers support and office administrative support for Switzerland, Spain and Italy.  From Barcelona we need to support three offices in different countries reason why we are looking someone with the need of being part of multination environment, multitasking and the motivation to help build culture impacting employees with empathy and a strong internal customer orientation.

• Manage relationships with external suppliers for the office such as cleaning, maintenance subcontractors, equipment providers, and supplies vendors. Monitor their service standard, their costs and invoicing to ensure the organization receives the right service at the right cost.
• Provide employees with the appropriate telephone devices and lines, manage the telephone fleet and telecom contracts
• Support travel arrangements in a timely and cost-efficient manner.
• Assisting in the organization of internal and external meetings and conferences, documentation preparation, agenda management and communication with colleagues, team members and external partners
• Select new suppliers, negotiate terms and conditions, in line with the Company’s expectations and policies as well as invoicing for suppliers in scope.
• Implement procedures and guidelines to improve operational efficiency of the office.
• Maintain a safe and secure office environment. Participate in office management and its organization.
• Adapt to changing needs and expectations on a situational basis, be prepared to handle urgent business matters as needed
• Take initiative and ownership of tasks and see through to completion with limited or no supervision 
• Work with sensitive material; maintain highest level of confidentiality and integrity

• Minimum of 2 years’ experience in secretarial/administrative position
• Proven experience in a support function
• Fluent in English, Spanish and French
• Proficient with MS Word, Excel, Outlook, and PowerPoint
• Very good IT knowledge
• Excellent organizational, presentation and communication skills
• HIGLY pro-active, anticipating, quick-minded and reliable in delivery
• Pragmatic and high sense of prioritization
• Strong emotional intelligence
• International experience, at ease working in a multi-cultural company