Overview
Management Assistant Jobs in Barcelona, Catalonia, Spain at Nanodecal
Title: Management Assistant
Company: Nanodecal
Location: Barcelona, Catalonia, Spain
About Nanodecal
Nanodecal is a fast-growing startup developing innovative in vitro diagnostic solutions for pulmonary infections.
We are looking for a highly organized and proactive Management Assistant to support the company's leadership team with administrative coordination, documentation management, communication, and organizational tasks that help keep the business running smoothly.
You will be part of an international, multidisciplinary team where English is used for daily communication and documentation.
Applicants must live in Barcelona or the surrounding area, hold a valid DNI or NIE, and be eligible to work in Spain. Visa sponsorship and relocation assistance are not available.
Role Overview
We are seeking an exceptionally organized and detail-oriented Management Assistant to support the company's leadership team with administrative, documentation, coordination, and communication activities.
This role is ideal for someone who enjoys creating order, maintaining accurate records, following up on outstanding actions, and ensuring that important company documentation is properly managed and archived. The successful candidate will help management stay organized by coordinating administrative processes, maintaining records within the company's Quality Management System (QMS), organizing meetings, supporting human resources administration, and communicating with suppliers, service providers, and external partners.
The ideal candidate is proactive, reliable, and able to work independently. They take ownership of their responsibilities, communicate clearly, and have a strong commitment to ensuring that documentation, administrative processes, and day-to-day business activities are completed accurately and on time.
Responsibilities
Management & Administrative Support
Provide day-to-day administrative support to the company's leadership team.
Organize meetings, prepare agendas, coordinate schedules, and follow up on action items.
Draft, send, and follow up on emails to suppliers, service providers, contract manufacturers (CMOs), and other external stakeholders.
Track open administrative tasks and ensure timely completion.
Assist management with preparing, organizing, and maintaining company records and documentation.
Documentation & Quality System Support
Collect, scan, organize, and upload documents to the company's Quality Management System (QMS).
Maintain accurate and well-organized records of delivery notes, invoices, certificates, purchase orders, personnel documents, and quality-related documentation.
Ensure company records are complete, accessible, and maintained in accordance with internal procedures.
Support document control activities and assist with documentation required for audits and compliance processes.
Human Resources Administration
Assist the CEO with personnel administration, including timesheets, time-off requests, and employment-related documentation.
Collect HR documents, coordinate signature workflows, and ensure signed documents are properly archived.
Maintain organized personnel records and support administrative HR processes.
Supplier & Procurement Coordination
Coordinate communications with suppliers and service providers regarding quotations, orders, deliveries, and invoices.
Request quotations and support procurement activities when required.
Track deliveries and help resolve routine administrative issues related to orders and documentation.
Maintain procurement records and supporting documentation.
General Business Support
Assist with administrative and organizational tasks required to support company projects and daily operations.
Identify opportunities to improve administrative processes, record management, and internal organization.
Requirements
Must live in Barcelona or surrounding areas, and hold a DNI or NIE, and be eligible to work in Spain (visa sponsorship is not available, relocation funding not available)
Excellent organizational skills and attention to detail.
Strong written and verbal communication skills in English and Spanish.
Proficiency with Microsoft Office tools.
Comfortable working with digital filing systems and databases.
Ability to handle confidential information professionally.
Proactive attitude and willingness to learn.
Previous administrative experience is a plus but not required
Willing to start work between 7:00 and 7:30 a.m.
This is an on-site position; remote work is not available
Preferred Qualifications
Bachelor's degree or vocational training in administration, business, life sciences, or a related field.
What We Offer
Opportunity to work closely with company leadership.
Exposure to quality systems, documentation processes, and business operations.
Professional development in a growing organization.
Supportive and collaborative work environment.
Application
Please send your CV and a letter of interest to [email protected] before June 20th.
Tentative starting date: July 1st
