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Part-time Receptionist

hace 2 semanas

Madrid, España CIEE A tiempo completo

País
- España
- Provincia
- Madrid - Madrid
- Fecha límite Inscripción
- 18/06/2025
- Categoría
- Atención Directa, Administración y Finanzas

**Información de la ONG**

CIEE

**Valoración**
(0 valoraciones)
**info**
% de respuesta: 100,00%
**info**

**Objetivo**:
Position**:Part-time Receptionist / Administrative Assistant (Permanent)**

Schedule**:Monday to Thursday from 2:00pm to 7:00pm & Friday from 9:00 am to 3:00pm**

Reports to: Administrative Coordinator, Madrid

Department: Outbound Exchanges - Global Operations

Location: Madrid, Spain

Expected Start Date**:July 1st, 2025**

**Who we are**:
Council on International Education and Exchange (CIEE) is a U.S.based nonprofit study abroad and intercultural exchange organization that transforms lives and builds bridges between individuals and nations through study abroad and international exchange experiences. One of CIEE´s aims is to help people develop skills for living in a globally interdependent and culturally diverse world. Serving over 300 U.S. College and University consortium members, CIEE operates study centers in multiple countries around the world that support study abroad programs.

**Who you are**:
The Receptionist is primarily responsible for greeting and assisting CIEE participants and visitors at the CIEE Center, as well as contributing attentively to a welcoming and positive environment. The position acts as the initial contact for students who need access to resources related to CIEE and/or Madrid, while also providing some specific administrative assistance related to their health, safety, and security. In addition, duties include providing support to the Administrative Department with general office tasks, classroom logistics, social media, IT support and site maintenance.

**What you’ll do**:
Reception and Students
- Welcome CIEE participants and visitors by greeting them, in person or on the telephone; answering or referring inquiries to the appropriate CIEE staff member.
- Establish direct contact for the student with the appropriate CIEE staff member for specific incident reporting, housing inquiries, academics, etc.
- Distribute all mail received and sign for necessary correspondence and deliveries; notify students of any special deliveries or packages.
- Offer informal advice and support adaptation to local culture.
- Enforce security protocols. Be familiar with fire safety escape routes.
- Attend orientations, cultural activities, and excursions, when assigned. Occasionally, this could be scheduled outside the regular office hours, which would be compensated for with recovery time.
- Other duties as assigned.

Administrative Tasks
- Complete basic administrative tasks (for instance, creating name lists, nametags, photocopying, etc.) in support of the student orientation, activities, and excursions.
- Support the Administrative Department in various tasks such as updating internal records and

databases, preparing expense and invoice reports, digitalizing documentation, coordinating the faculty time tracking process.
- Will follow the process of managing and tracking work time records, among other administrative

matters.
- Collect and organize photos and videos for the CIEE Madrid social media network (Facebook,

Instagram, etc.).

Events and Office
- Contribute to keeping an optimal appearance of the shared communal areas and classrooms.
- Assist with food catering services following protocols that can include every participant respecting their dietary needs. Clean up at Center events and activities.
- Make sure the office´s recycling bins are empty and take out this before closing the office space, every evening.
- Supervise storage, borrowing, and return of remote controls (classrooms, student Lounge).
- Assist with the sign-up sheets for cultural activities and events of CIEE Madrid programs.
- Maintain the classroom calendar and reservations for classrooms, student lounge and meeting rooms.
- Maintain telecommunication system by following manufacturer's instructions for office telephone network.
- Keep IT devices updated (PCs and laptops), including the center inventory, and support staff when having hardware issues.
- Order office supplies such as paper goods, printer, and photocopier cartridges, in coordination with the Administrative Coordinator.
- Provide professors with any classroom and office materials they may need.

Health, Safety and Security
- Act as an initial point of contact and resource for general health, safety, and security of CIEE

participants.
- Help CIEE participants to make medical appointments, start the insurance process, retrieve lost items, give street directions, contact US Embassy citizen services, etc.

**What you’ll bring**:

- Customer Service: Demonstrate a friendly and collaborative working style with a positive outlook.
- Communication: Proven ability to communicate efficiently in English and Spanish and be able to deal calmly with stressful situations when interacting with students.
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