Assistant, School of Global & Public Affairs

Job Locations ES-Madrid
Posted Date 3 weeks ago(22/07/2022 10:51)
Job ID
2022-1580
# of Openings
1
Category
Other

Overview

We are looking for an Assistant to support the day-to-day operations and activities of the School of Global and Public Affairs, and particularly the Vice Dean of Management and Development of the School of Global and Public Affairs. In this role you will be acting as the point of contact between the Vice Dean and key internal stakeholders, handling requests and queries appropriately and managing diary and schedule meetings and appointments. You will also support the organization of several events and activities organized by the School, and provide assistance as needed to GPA´s related centers and initiatives. For this purpose, the candidate will need excellent time management, attention to detail and communication skills, as well as experience in events organization, logistics and basic knowledge of protocol issues. He/she must be a problem solver, able to work on tight deadlines and comfortable working with diverse and international teams.

Responsibilities

Key Action Areas:

  • Organizing meetings and business travel
    • Arranging travel, visas and accommodation
    • Organizing and maintaining diaries and making appointments;
    • Screening phone calls, enquiries and requests, and handling them when appropriate;
    • Meeting and greeting visitors at all levels of seniority

  • Effective business communication
    • Dealing with incoming email and post;
    • Liaising with clients, suppliers and other staff;
    • Taking care of the internal communication;
    • Liaising with GPA´s units and related centers and initiatives
    • Liaising with the Provost Office.

  • Support with the preparation of documents
    • Producing/translating documents, briefing papers, reports and presentations
    • Word processing (MS Word) and Spreadsheets (MS Excel)
    • Mastery in the use of PowerPoint

  • Events organization
    • Support the organization of events organized by the School and related centers:
    • Engagement in the planning, delivery and communication of these events.

  • Other administrative duties
    • Coordinate with other departments to ensure compliance with established policies
    • Submit and reconcile expense reports
    • Work on particular projects and initiatives in accordance with the department needs.

Qualifications

Requirements:

  • Bachelor´s Degree.
  • Proficient in English and Spanish (written and oral)
  • Minimum of 3 years of experience.
  • The candidate will demonstrate solid communication and negotiation skills and ability to work under pressure.
  • Excellent word processing and IT skills, including knowledge of a range of software packages;
  • Good organizational and time management skills;
  • The ability to analyze and present material clearly and concisely;
  • Excellent interpersonal skills;
  • Attention to detail;
  • Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines;
  • Discretion and an understanding of confidentiality issues.

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