Administrative Assistant

Description

Job Summary: We are seeking a person to provide administrative and organizational support to the Open Lab team, coordinating meetings and onboarding activities for new members. Key Highlights: 1. Provides administrative and organizational support to the Open Lab team. 2. Coordinates logistics for scientific meetings and seminars. 3. Manages onboarding and offboarding of Open Lab fellows. Req ID #: 234004 Tres Cantos, Madrid, ES Part time For nearly 75 years, Charles River employees have worked together to help discover, develop, and safely manufacture new drug therapies. When you join our family, you will make a meaningful impact on the health and well-being of people worldwide. Whether your background is in life sciences, finance, IT, sales, or another field, your skills will play an important role in the work we do. In return, we will help you build a career you can be passionate about. **Job Overview** Knowledge/Education/Previous Experience Required• A degree or equivalent experience required.• Proficient written and verbal communication skills in English and Spanish.• Advanced/expert level proficiency in various software programs including but not limited to Teams, Outlook, Word, Excel Other Job-Related Skills/Background• Excellent prioritization and problem-solving skills• Experience handling highly confidential information; manage confidential information with absolute discretion and respect.• Strong communication and organizational skills, with ability to interact effectively with all levels of management and staff (internal and external)• Demonstrated proficiency, confidence, and discretion in interpersonal and team interactions when interfacing internally and externally with personnel across all levels and geographies of a global company, with flexibility in working style.• Highly organized with strong attention to detail.• Professional oral and written communication skills• Accountability for own actions• Ability to work independently as well as collaboratively in a team.• Conscientious and high-quality delivery of work even under pressure Additional Info: • Part time – 20 hours per week. Flexible start time between 8–9 a.m. to 12–1 p.m.• Remote work on Mondays and Fridays• The candidate will fully support the Governing Board organization (2 days per year). One compensatory day off will be granted for each 8-hour day.• Accountability for own actions• At least 15 calendar days of vacation must be taken during July–August.• The service has no defined end date; therefore, the position may initially be presented as permanent, although the employment contract will include the applicable probation period. **Job Description** Key Responsibilities • Provide administrative and organizational support to the Open Lab Team• Arrange TCOLF Governing Board F2F meeting logistics (average 2/year), including: Outlook invitations, meeting room booking, restaurant reservations, taxi arrangements, coffee service, etc.)• Coordinate Open Lab fellows’ arrivals and departures with Relocation Spain, as well as welcoming tasks (e.g., bank account setup, Town Hall registration, etc.). Manage issues related to the TCOLF pool of flats.• Coordinate Open Lab fellows’ customer onboarding activities: laptop pickup from IT, documentation for access cards, access arrangements to shared areas, Spanish lessons, locker keys, etc.• Arrange internal customer requirements upon Open Lab fellows’ departure: update IT laptop stock (ticket) in coordination with IT Dept., return access cards to Security Dept., return locker keys, etc.• Request Four Monthly Reports three times per year from Home Institution Principal Investigators and Open Lab fellows, and follow up to ensure timely submission.• Upload Open Lab final report to the long-term repository. • Upload job advertisements, publications, etc. to TCOLF LinkedIn • Update content on TCOLF Webpage• Arrange Open Lab Seminars (four/year): including Outlook invitations, Auditorium booking, request titles, abstracts, and bios from speakers.• Arrange Monthly scientific seminar: Outlook invitations, meeting room bookings, etc.• Organize scientific and operational closing meetings for Open Lab projects.• Inform Global Health Medicines R&D unit administrative support regarding Open Lab newcomers and leavers to keep Open Lab distribution lists updated. About Charles River Charles River is an early-stage contract research organization (CRO). We have expanded our offerings beyond animal-based laboratory medicine and science to develop a diversified portfolio of discovery and safety assessment services—both Good Laboratory Practice (GLP) and non-GLP—to support clients from target identification through preclinical development. Charles River also provides a range of products and services to support our clients’ clinical laboratory testing and manufacturing needs. Leveraging this extensive portfolio enables our clients to adopt a more flexible drug development model, reducing costs and improving productivity and efficiency—thus accelerating time-to-market. With over 20,000 employees across 90 facilities in 20 countries worldwide, we are strategically positioned to coordinate resources internationally and apply multidisciplinary perspectives to solve our clients’ unique challenges. Our client base includes global pharmaceutical companies, biotechnology firms, government agencies, as well as hospitals and academic institutions around the world. At Charles River, we are passionate about the role we play in improving people’s quality of life. Our mission, scientific excellence, and strong sense of purpose guide everything we do—and each day we face our work knowing it helps improve the health and well-being of countless people worldwide. We proudly supported the development of ~85% of FDA-approved drugs in 2021. At Charles River Laboratories, we recognize and hire talent from all backgrounds. We are a company committed to the principles of diversity and inclusion and work daily toward this goal. Charles River Spain is committed to a policy promoting integration and continued employment of persons with disabilities. All our vacancies are open to workers with disabilities, who will receive special consideration during selection processes. For more information, visit www.criver.com.