Assistant to the Dean of IE School of Science and Technology

hace 1 mes

Madrid Centro, Madrid, España Importante empresa A tiempo completo

Job Summary:

We are seeking a highly organized and detail-oriented Assistant to support the Dean of IE School of Science and Technology. As the point of contact between the Dean's Office and key internal stakeholders, you will handle requests and queries, manage diaries, trips, and administrative issues, and schedule meetings and appointments.

Key Responsibilities:

  1. Coordinate meetings, events, and business travel, ensuring seamless execution and timely completion.
  2. Arrange travel and accommodation for the Dean and other stakeholders, taking into account budget constraints and preferences.
  3. Manage and maintain diaries, making appointments and scheduling meetings with internal and external stakeholders.
  4. Oversee external providers for events and conferences, ensuring high-quality services and timely delivery.
  5. Screen phone calls, enquiries, and requests, handling them appropriately and escalating when necessary.
  6. Meet and greet visitors, providing a warm and welcoming experience.
  7. Develop and maintain effective business communication, both written and verbal.
  8. Liaise with partners, stakeholders, and other staff, building strong relationships and ensuring seamless collaboration.
  9. Take care of internal communication, ensuring timely and accurate dissemination of information.
  10. Develop and translate complex documents, including reports, proposals, and presentations.
  11. Manage databases, preparing and analyzing data to inform decision-making.
  12. Produce and translate documents, briefing papers, reports, and presentations, ensuring high-quality output.
  13. Utilize word processing and spreadsheet software to create and edit documents and reports.
  14. Coordinate with other departments to ensure compliance with established policies and procedures.
  15. Submit and reconcile expense reports, ensuring accuracy and timeliness.
  16. Develop and implement projects to support the department's goals and objectives.

Requirements:

  1. Bachelor's Degree in a relevant field.
  2. Proficient in English and Spanish, with excellent written and oral communication skills.
  3. Minimum of 3-5 years of experience in a similar role, with a proven track record of success.
  4. Excellent word processing and IT skills, including knowledge of a range of software packages.
  5. Good organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
  6. The ability to research, analyze, and present material clearly and concisely.
  7. Excellent interpersonal skills, with the ability to build strong relationships with stakeholders.
  8. Flexibility and adaptability, with the ability to juggle multiple tasks and work under pressure.
  9. Discretion and an understanding of confidentiality issues, with the ability to maintain confidentiality and handle sensitive information.

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