Office Assistant

Responsibilities:

• Office Coordination & Process Optimization: Assist team members to improve communication. Collaborate with cross-functional staff to ensure smooth daily operations.
• Reception & Guest Services: Provide receptionist support as needed, including answering phones, greeting visitors, and managing inquiries.
• Meeting Support: Attend meetings, take accurate notes, and distribute summaries as required.
• Event Planning & Logistics: Assist in organizing office events, meetings, and reservations.
• Internal Communications: Draft and distribute internal announcements and updates.
• Office Supplies Management: Procure and monitor office supplies to maintain seamless operations.
• Expense Tracking: Accurately document office expenditures and submit receipts in compliance with financial policies.
• Document Handling: Manage photocopying, scanning, filing, and delivery of documents.
• Calendar Management: Maintain and update the office and social events calendar.
• Facilities Support: Assist with apartment rentals, maintenance coordination, and visitor check-in/out procedures.
• Vendor Management: Build and maintain supplier relationships, periodically evaluate performance, and source alternatives when necessary.
• Ad-Hoc Support: Assist with additional administrative tasks as needed.

What We Offer:

• The opportunity to develop a professional career within an international company leader in its field.
• International friendly working atmosphere.
• Attending scientific conferences.
• Team building activities and on-going training.
• Competitive salary and benefits.
• Central location in Barcelona.

About MDPI

A pioneer in scholarly open access publishing, MDPI has supported academic communities since 1996. Our mission is to foster open scientific exchange in all forms, across all disciplines. We operate more than 200 diverse, peer-reviewed, open access journals supported by over 35,500 academic editors. We serve scholars from around the world to ensure the latest research is openly and broadly available.

MDPI is headquartered in Basel, Switzerland with additional offices in Europe and Asia. We are committed to ensuring that high quality research is made available as quickly as possible. We also support sustainability projects, with sustainability as a key theme in many journals and through the MDPI Sustainability Foundation.