Administrative Project Assistant – EU Institutions

Description

**Location:** Barcelona **Work Modality:** Remote, with the possibility of attending the office on certain occasional days **Contract Type:** Full-time (Flexible working hours) **About the Position** We are seeking an **Administrative Project Assistant** to support the **EU Institutions** Department—the team responsible for managing services and projects with various European institutions. You will work alongside a team of over **300 consultants**, deployed across international projects, ensuring administrative processes are executed accurately, swiftly, and in full compliance with standards set by European Union bodies. Your role will be essential in keeping administrative information organized, up-to-date, and ready for immediate use. **Key Responsibilities** * Manage and consolidate **timesheets**, invoices, and administrative documentation for consultants and freelancers. * Complete and maintain advanced **Excel spreadsheets** for control, tracking, and reporting. * Upload, clean, and validate data for **internal reports** and documentation requested by European clients. * Manage and update **portals and platforms of EU institutions**, ensuring accuracy and consistency. * Coordinate communication with consultants, partners, and freelancers, guaranteeing clear and timely responses. * Monitor the entire administrative lifecycle, anticipating issues and proposing effective solutions. * Maintain order, traceability, and documentary compliance required in projects involving European institutions. **Requirements** * Advanced proficiency in **Microsoft Excel**. * Experience handling **large volumes of information** and working under **tight deadlines**. * **B2-level English**, with the ability to **speak and write confidently in professional and international contexts**. * Prior experience in administrative environments, international projects, or engagement with public/European institutions is a plus. **Soft Skills** * Excellent organizational skills and extreme attention to detail. * Ability to prioritize multiple tasks in high-pressure environments. * Proactivity and autonomy in anticipating and resolving problems. * Clear, professional, and effective communication, both oral and written. * Adaptability to changes in processes, priorities, and tools. * Collaborative mindset and orientation toward teamwork.