Administrative Assistant (30 h)

About Baxter Planning 

For more than 30 years, Baxter Planning has helped the world’s most innovative enterprises transform their Service Supply Chain operations. Our people are our greatest asset, and we are committed to fostering a collaborative, inclusive, and high-performing workplace where employees can thrive. 

We are seeking a detail-oriented and proactive Administrative Assistant to support our Barcelona office. This role plays a critical part in delivering a seamless employee experience while ensuring operational and financial processes run efficiently across Spain and in partnership with our U.S. team. 

Position Summary 

The Administrative Assistant is responsible for supporting day-to-day office operations, HR administrative processes, and accounts payable functions for both Spain and the United States. This role is ideal for someone who is highly organized, service-oriented, and passionate about creating a positive and professional workplace environment. 

You will serve as a key connector between employees, People & Culture, Finance, and leadership, helping ensure compliance documentation is maintained, the Barcelona office environment is welcoming and well-managed, and financial transactions are processed accurately and on time. 

Key Responsibilities 

People & Culture Administration 

• Maintain employee compliance documentation and personnel files in alignment with Spanish employment regulations and company policy. 

• Support onboarding and offboarding processes of Spanish employees in coordination with People & Culture and Deel (Baxter Planning’s Employer of Record for international employees), support IT & Equipment Logistics (non-technical). 

• Assist with documentation, benefits and employee record updates. 

• Ensure HR records are accurate, organized, and compliant with GDPR and SOC 2 confidentiality requirements. 

• Provide general administrative support to the People & Culture team as needed including scheduling candidate interviews and office events. 

Office Operations & Employee Experience 

• Oversee daily office operations to ensure a professional, clean, and welcoming environment. 

• Manage office supplies, kitchen inventory, and general maintenance coordination. 

• Coordinate catered lunches and in-office meals. 

• Support office events, celebrations, and employee engagement activities. 

• Act as a point of contact for local vendors and service providers. 
   

Accounts Payable (Spain & U.S.) 

• Process vendor invoices and office bills in an accurate and timely manner. 

• Support accounts payable activities for Spain and collaborate with U.S.-based Finance stakeholders as needed. 

• Maintain accurate financial documentation and ensure compliance with internal controls and audit requirements. 

• Assist with month-end administrative documentation as required. 

Qualifications 

Required 

• 2+ years of experience in administrative, office management, or HR support role. 
• Fluency in English and Spanish

• Strong organizational skills and exceptional attention to detail. 

• Excellent written and verbal communication skills in English and Spanish. 

• Proficiency in Microsoft Office and general administrative systems. 

• Ability to handle confidential information with discretion and professionalism. 

• Positive, professional demeanor with a strong customer-service mindset. 

Preferred 

• Experience with NetSuite and/or Bill.com. 

• Experience supporting accounts payable processes. 

• Familiarity with HR documentation and compliance requirements in Spain. 

What We’re Looking For 

• Detail-oriented and process-driven, with a strong sense of accountability. 

• A clear and thoughtful communicator who builds trust easily. 

• Passionate about delivering exceptional employee experience. 

• Positive, adaptable, and solution oriented. 

• Comfortable working in a collaborative, fast-paced environment. 

Work Environment 

This is an in-office role based in Barcelona, with flexibility to work remotely 1–2 days per week, subject to business needs and manager approval. 

Why Join Baxter Planning? 

At Baxter Planning, we believe we only win together. Our values—Passion, Courage, Creative Discontent, Intellectual Curiosity, and Partnership—guide how we work and how we support one another. 

You’ll join a collaborative global team where your contributions directly impact the employee experience and operational excellence of our Barcelona office. 
 

Location: Barcelona, Spain 

Department: People & Culture / Finance (Cross-Functional Support)