Assistant, Corporate & Special Programs

Are you interested in joining a dynamic and international team of professionals to transform education? IE Corporate & Special Programs is looking for an Assistant to join its team! 

This role gives support to the whole team at IE Corporate & Special Programs (CSP) by fulfilling office management duties for the department. He/she must enjoy helping others in resolving their queries and show resourcefulness to ensure seamless, timely and effective attention to administrative tasks as well as the streamlining of internal processes involved in the running of the department, agendas and miscellaneous day-to-day tasks. He/she must have great time management and organizational skills to effectively prioritize and deliver on a wide variety of tasks. Travel management is also an important task, it includes travel preparation, coordination and expenses control. Discretion is a must as this person will deal with confidential information on a personal and departmental level.

Why IE University?

With 50 years of experience and founded by and for entrepreneurs, IE University has turned business education on its head through disruptive teaching. We count on high-level faculty who bring real-world experience into the classroom and foster a hands-on approach to learning.

Our Purpose

At IE University, we foster positive change through education, research, and innovation.

As a transformative educational institution, we empower students to make their mark on the world. We provide them with the skills, knowledge and environment needed to make a difference, and they join a supportive and international community that lasts a lifetime.

Our spirit of innovation and entrepreneurship has allowed us to drive change and constantly stay at the cutting edge of higher education. And through diversity, we have harnessed the power of people while also understanding and embracing the importance of the humanities. 

Our People

At IE we are:

• People-driven
• Change Builders
• Autonomy Enthusiasts
• Communication Enthusiasts
• Knowledge Champions

We are looking for a person to join a full-time position in Madrid. 

Your role as an Assistant will involve:

• Manage and prioritize an active calendar of appointments, coordinating across multiple internal departments, companies and time zones, follow up on action items, videoconference coordination, room reservations, event organization, when necessary, among others.
• Support to manage travel bookings, meetings, calls and logistics for the CSP leadership, as well as other team members and guest visitors as needed.
• Liaise with freelancers, control manager & accounts payable/receivable departments to process all invoices, travel expenses and cash advances.
• Act as point of contact for clients in case it is required by the CSP team, preparing documents for provision to third parties and subsequent invoicing.
• Design and revise PowerPoint presentations as needed.
• Organize events hosted by the department, including mailing of invitations and subsequent follow up, venue reservations, catering, etc.
• Act as the go-to-person for ad hoc administrative requirements.

To thrive in this role, you should have: 

• Bachelor's degree is preferred.
• Outstanding organizational and time-management skills
• Can-do attitude
• Solution-oriented: ability to work independently and in teams on a broad set of tasks. Proactivity is a must!
• Ability to work in a multi-cultural context and interact with a wide variety of stakeholders and at different levels of the organization
• Written and spoken proficiency in English and Spanish
• Proficient Microsoft user: Office Suite, Dynamics 365 Finance & Operations