Dean’s Office Executive Assistant

Job Locations ES-Madrid
Posted Date 2 weeks ago(28/07/2022 13:29)
Job ID
2022-1584
# of Openings
1
Category
Other

Overview

We are looking for an Executive Assistant to support the Dean’s Office. In this role you will be acting as the point of contact between the team of deans and key internal and external stakeholders, handling requests and queries, managing meetings and appointments, coordinating events and activities, and overseeing travel and expense processing.

We are a lively, fun and dynamic team and are looking for an EA with a positive attitude and working style to complement our team.  You should have excellent skills in time management, interpersonal communications, logistics and event coordination and enjoy attention to details

Responsibilities

Key areas of activity

  • Organizing meetings and business travel
    • Arranging travel, visas and accommodation
    • Organizing and maintaining schedules 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 requests, calls, emails and be able to correspond on behalf of members of the dean team.
    • Liaising with clients, suppliers and other staff.
    • Taking care of the internal communication
  • Developing or translating complex documents
    • Producing/translating documents, briefing papers, reports and presentations
    • Word processing (MS Word), Spreadsheets (MS Excel) and Presentations (MS Powerpoint)
  • Help plan and execute major school events such as town hall meetings and holiday parites.
  • Coordinate with other departments within IE and at partner schools and companies
  • Submit and reconcile expense reports
  • Develop other particular projects in accordance with the department needs.

Qualifications

Requirements

  • Degree
  • Proficient in English and Spanish (written and oral)
  • Minimum of 5 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 office software packages;
  • Good organizational and time management skills;
  • The ability to research, analyze and present material clearly and concisely;
  • Excellent interpersonal skills and a positive attitude and approach to relations in the workplace;
  • 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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