Administrative Project Assistant (EU Institutions)

Location: Barcelona
Work Mode: Remote, with the possibility of attending the office on specific days
Contract Type: Full-time (Flexible working hours)

About the Role

We are looking for an Administrative Project Assistant to support the EU Institutions Department, the area responsible for managing services and projects with various European institutions.

You will work alongside a team of over 200 consultants across international projects, ensuring that administrative processes are carried out accurately, efficiently, and in full compliance with EU institutional standards.

Your role will be essential in keeping administrative information well-organized, up to date, and readily available.

Key Responsibilities

• Manage and consolidate timesheets, invoices, and administrative documentation for consultants and freelancers.
• Complete and maintain advanced Excel files for control, tracking, and reporting.
• Upload, clean, and validate data for internal reports and documentation requested by European clients.
• Manage and update EU institutions’ portals and platforms, ensuring accuracy and consistency.
• Coordinate communication with consultants, partners, and freelancers, ensuring clear and timely responses.
• Monitor the full administrative cycle, anticipating issues and proposing effective solutions.
• Ensure order, traceability, and full documentary compliance required for EU institution projects.

Requirements

• Advanced proficiency in Microsoft Excel.
• Experience managing large volumes of information and working under tight deadlines.
• English C1 level, with full confidence in spoken and written professional and international environments.
• Previous experience in administrative roles, international projects, or working with public/EU institutions is a plus.

Soft Skills

• Excellent organizational skills and exceptional attention to detail.
• Ability to prioritize multiple tasks in high-demand environments.
• Proactivity and autonomy in anticipating and solving problems.
• Clear, professional, and effective communication, both written and verbal.
• Adaptability to changes in processes, priorities, and tools.
• Strong team spirit and collaborative mindset.