The responsibilities of the post include:

  • Support to invoicing and management of internal accountability database;
  • Keep track of invoices sent and paid;
  • Liaising with the accountability agency;
  • Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands;
  • Support to the management of the agenda of directors;
  • Organising company events or conferences;
  • Ordering stationery and furniture;
  • Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time;
  • Manage contract and price negotiations with office vendors, service providers, and office lease;
  • Provide general support to visitors;
  • Organise international travels of Gauss staff, including the purchase of flights, booking of hotels, travel insurances, and notification to the relevant authorities;
  • Coordinate with the quality specialist the administrative process of the company, supporting the implementation of the quality policy of the company and proposing improvements to the overall functioning of Gauss;
  • Handle customer inquiries and complaints;
  • Administrative support as required;


  • Strong organisation skills;
  • Capacities to work within a team;
  • Flexibility and adaptability to new challenges and;
  • A relevant educational background in Administration, Accounting or similar;
  • Experience in working effectively in a team, taking a positive approach to change and challenges;
  • Experience in planning and organizing your own workload and dealing with conflicting priorities; comfortable working under pressure and flexibly switching between tasks, often at short notice;
  • Using initiative and discretion to action items requiring immediate attention, referring matters to others as appropriate;
  • Good oral and written communication skills in Spanish and English, including writing minutes and experience of using a variety of communication methods;
  • Good working knowledge of Microsoft Office and experience of working with spreadsheets, database entry and manipulation;
  • Ability to maintain electronic diaries of a team and experience of coordinating meetings, both internal and external;
  • High levels of professionalism, with the ability to use absolute discretion, initiative, and personal judgment in dealing with sensitive and confidential matters;
  • Skills: Communication, Interpersonal, Self-driven, Organisation, Multi-tasking, support encourage and develop team, proactively contribute to creating a good team atmosphere, anticipates and overcomes obstacles, embraces personal challenge, confident, takes ownership for team cohesion, motivated and able to positively motivate others, focused, target driven with a positive, can-do attitude.

How to apply: Send an e-mail with your CV and a motivation letter to, specifying “Administrative Specialist” in the title of the e-mail.  Submission deadline:  30/11/2022