Associate Director, IE Summer School

Overview Are you interested in joining a dynamic and international team of professionals to transform education? IE University's Summer School islooking for an Associate Director to join its team The Associate Director of IE Pre-University Summer School is responsible for the comprehensive planning, logistics, communication, and on-ground execution of a series of high-impact, engaging, and educational pre-university Pre-track summer (two-week) editions. Supervise the day-to-day management of the program, participate in the progress and innovation of the program, coordinating tasks among various team members, overseeing the implementation of guidelines and policies, and monitoring logistics and operations. This leadership role requires end-to-end management of the program lifecycle, ensuring an exceptional experience for participants, staff, and stakeholders. 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 PurposeAt 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 PeopleAt 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 - IE Tower. Responsibilities Your role as Associate Director will involve: Pre-Delivery Planning1. Program Development & RefinementCollaborate with curriculum designers, faculty-lead, Associate Director colleagues and senior leadership to finalize program content and schedules. Ensure programs align with organizational goals, participant needs, and premium quality standards. 2. Staff Recruitment & TrainingOversee the hiring of program staff, including edition managers, and support personnel. Develop and lead training sessions to prepare staff for their roles, focusing on program expectations, policies, and safety protocols. 3. Budgeting & Resource AllocationCreate detailed budgets for the program, ensuring financial resources align with goals and constraints. Manage Junior Manager to procure materials, supplies, and equipment required for program delivery. 4. Venue CoordinationIdentify, negotiate, and secure suitable program venues, ensuring compliance with health, safety, and accessibility standards. Coordinate site visits to assess facilities and plan layouts for extracurricular program activities. 5. Compliance & Risk ManagementDevelop and enforce policies to ensure participant and staff safety. Obtain necessary bus permits, insurance, and certifications as required by local laws and regulations. Logistics Management 1. Scheduling & Itinerary PlanningDesign detailed schedules for daily activities, workshops, meals, and special events. Build adaptable contingency plans for potential disruptions due to weather, unexpected bottlenecks etc. 2. Participant OnboardingOversee registration processes, collect required documentation, and manage participant communication. Address special requests, dietary restrictions, and accessibility needs. 3. Supplies & Equipment ManagementOversee procurement, transportation, and setup of supplies and technology. Maintain inventory and ensure all resources are in place before program commencement. 4. Staff AssignmentsAssign roles and responsibilities to staff, ensuring balanced workloads and clear communication channels. Communication, CX & Stakeholder Engagement 1. Internal CommunicationDevelop and update communication materials, oversee inbox. Act as the primary point of contact between program staff and senior leadership. Provide clear directives, updates, and feedback to the team. Supervise audiovisual and photography projects, support social media and marketing teams. 2. Parent & Participant EngagementHead and maintain communication with parents and participants, addressing concerns promptly. Host pre-program webinars or Q&A sessions to ensure expectations are aligned. Design and manage pre-arrival journey and portals. Produce content (experiences and graduation) across all programs. 3. External StakeholdersBuild relationships with vendors, community partners, and venue contacts to support program delivery. Handle media and public relations inquiries in collaboration with the marketing team. Program Delivery & Execution (May-end of July) 1. On-Site LeadershipOversight of student arrivals and departures. Serve as the on-site director, overseeing all aspects of program delivery, including participant activities, staff coordination, and issue resolution. Monitor program quality and ensure adherence to schedules and objectives. Graduation experience: design, coordination and delivery. 2. Crisis ManagementAddress and resolve emergencies, conflicts, and unanticipated challenges. Ensure first-aid and medical support are readily available. 3. Program EvaluationConduct daily check-ins with staff and IE Summer Coaches to gather feedback and improve program flow. Interact with participants to assess engagement and satisfaction levels. 4. ReportingProvide senior leadership with real-time updates and a summary of successes, challenges, and resolutions – taking note of what can be improved in upcoming editions. Post-Program Wrap-Up 1. Debrief & Feedback Collection Host debriefing sessions with staff to capture insights and lessons learned. Administer surveys to participants and parents to assess program outcomes. 2. Reporting & Documentation Compile a comprehensive end-of-program report, including metrics, participant feedback, and recommendations for future improvements. 3. Financial Reconciliation Review and reconcile program budgets, process invoices, and final payments. 4. Recognition & Retention Recognize staff contributions through acknowledgment and awards. Create participant alumni engagement strategies to encourage future enrollment. Qualifications To thrive in this role, you should possess the following qualifications: • Education: Bachelor's degree in Education, Event Management, Business Administration, or related field (Master's preferred).• Minimum of 2 years work experience: program management, education, summer programs or events, with at least 2 years in a leadership role.• Strong project management skills• Team player who enjoys working with others in a collaborative environment and demonstrates a proactive and positive attitude.• Excellent communication and interpersonal skills, including the ability to actively listen and demonstrate empathy.• Customer orientation to act as liaison to students, professors, internal and external stakeholders on questions and comments related to the academic program.• Problem-solving skills to quickly address concerns, queries, and feedback in a constructive and action-oriented manner.• Attention to detail• Strong multi-tasking capabilities as well as a high level of accountability.• Fluency in both English and Spanish is a must.• Candidates must possess a valid EU work permit. • Skills:- Exceptional organizational and multitasking abilities.- Strong communication and interpersonal skills.- Crisis management and problem-solving expertise.- Budgeting and resource allocation proficiency. Unleash your full potential and make an impact. The next move is yours If you want to be part of this educational revolution, we invite you to apply and be part of our dynamic team at IE University. At IE University, we actively promote equal opportunities in recruitment processes and access to employment, always ensuring the absence of gender, sexual orientation, religion, age, ethnic origin, or disability bias throughout the entire selection process.