Assistant, School of Architecture and Design

hace 1 mes

Madrid, Madrid, España IE University A tiempo completo

Job Summary:

We are seeking an experienced and highly organized Administrative Support Specialist to join our team at IE University. As an Assistant to the School of Architecture and Design, you will provide administrative support to the Vice-Dean and full-time directors, handling day-to-day tasks, managing diaries, and coordinating meetings and events.

Key Responsibilities:

  • Administrative Support:
    • Organize and coordinate meetings, events, and business travel, including arranging travel and accommodation, managing diaries, and making appointments.
    • Screen phone calls, enquiries, and requests, and handle them when appropriate.
    • Meet and greet visitors.
  • Business Communication:
    • Deal with incoming email and post on behalf of the Vice-Dean and directors.
    • Liaise with partners, stakeholders, and other staff to ensure effective communication.
    • Take care of internal communication and coordinate with other departments to ensure compliance with established policies.
  • Document Management:
    • Develop and translate complex documents, including managing databases, preparing proposals, and producing documents, briefing papers, reports, and presentations.
    • Support School communications and coordinate with other departments to ensure consistency.
  • Expense Management:
    • Submit and reconcile expense reports.
  • Project Coordination:
    • Develop other projects in accordance with the department's needs.

Requirements:

  • Bachelor's Degree required, Master's desirable.
  • Bilingual English and Spanish (written and oral), and a third language preferable.
  • 3-5 years of experience in similar roles.
  • Excellent communication and negotiation skills, with the 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 research, analyze, and present material clearly and concisely.
  • Excellent interpersonal skills and attention to detail.
  • Flexibility and adaptability to juggle a range of different tasks.
  • Discretion and an understanding of confidentiality issues.

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