Executive Assistant / Business Coordinator – AI to Transform Care

About the role

We are looking for an Executive Assistant / Business Coordinator to support our AI to Transform Care (AITC) team in Barcelona. You will provide high‑level administrative support, ensure smooth operations across multiple time zones, and help translate cutting‑edge AI projects into real‑world impact.

Key responsibilities

• Manage complex calendars, schedule meetings across multiple time zones, and coordinate travel for AITC leadership.
• Handle sensitive information with professionalism and discretion.
• Support expense management, procurement, and vendor coordination.
• Prepare and edit correspondence, presentations, briefing documents, and reports.
• Act as a liaison between AITC and internal AstraZeneca functions (HR, Finance, IT, Facilities) and external partners.
• Own and curate the AITC Workvivo community space, develop a content calendar, publish updates, and foster engagement.
• Draft internal newsletters, announcements, and storytelling content showcasing AITC’s impact.
• Plan and execute team events, including offsites, townhalls, learning sessions, and social gatherings (virtual and in‑person).
• Coordinate logistics for external conferences, speaker engagements, and cross‑functional workshops.
• Maintain shared team resources such as org charts, distribution lists, and SharePoint sites.

Required profile

• Strong organisational skills and a proactive mindset.
• Passion for driving assignments through to execution.
• Global administrative experience supporting senior leaders.
• Resilience and flexibility to handle routine and urgent requests across several time zones.
• Ability to work autonomously with minimal supervision.

Required skills

• Workvivo platform
• SharePoint