AAA - Job Template Genérico

IE; Madrid; On-site; EUR 28,000 - 40,000; Full time

Job summary

IE University in Madrid is seeking an Operational Assistant to support the IE Center for Families in Business. The role requires strong organization, proactive coordination of programs, and seamless daily operations across education, research, events, and engagement with entrepreneurial families.

The candidate will manage calendars, dashboards, budgets, and communications, ensuring a high-quality participant experience and efficient processes in a full-time Madrid-based position.

Qualifications

• Fluency in English and Spanish (written and spoken).
• Excellent organizational and time-management abilities.
• Strong interpersonal and communication skills.
• High level of autonomy and proactive problem-solving mindset.
• Experience with CRM, project management platforms, and MS Office.

Responsibilities

• Manage the Director's calendar, scheduling meetings and classes, coordinating priorities.
• Coordinate end-to-end execution of educational programs and events.
• Track budgets, invoices, reimbursements, and financial records.
• Prepare dashboards and reports to monitor KPIs.
• Coordinate communications with faculty, participants, mentors and partners.
• Maintain project timelines across the Center's initiatives.
• Prepare presentations and materials using Center templates.
• Act as primary contact for participants and stakeholders.

Skills

Bilingual English/Spanish

Organizational skills

Communication skills

Autonomy

Project coordination

CRM systems

MS Office

Dashboard reporting

Tools

CRM systems

Project management platforms

Microsoft Office

Collaboration tools

Job description

Overview

IE University'sIECenter for Families in Business is looking for anOperational Assistant to join its team!

We are looking for a highly organized, proactive, and detail-oriented professional who will play a central role in the daily operations of the Center for Families in Business. This person will be the operational backbone of the Center, ensuring that activities run smoothly, deadlines are met, and stakeholders receive an outstanding experience.

The ideal candidate enjoys coordinating multiple projects simultaneously, anticipates needs before they arise, and thrives in a dynamic environment that combines education, research, events, and engagement with entrepreneurial families.

Why IE University?

Every story begins with a purpose, and ours has always been about people. Founded in 1973, IE University has continuously raised the bar to drive positive change through education. We believe education is more than a path to professional success; it is a catalyst for personal transformation and meaningful impact.

At IE University, we place people and their potential at the center of everything we do, empowering individuals to become extraordinary. We encourage bold thinking and foster a culture where innovation, curiosity, and courage lead to real-world impact. Together, we create an environment where talent thrives, and ideas shape the future.

Our mission

We support students in developing impact skills to live and lead with positive impact. This ignites a ripple effect: We transform people, who then transform others, systems, society, and, ultimately, our world.

Our Purpose

To foster positive change.

Values

• Cultivate the humanistic approach.
• Empower your entrepreneurial spirit
• Cherish the diversity of people, mind, and experience
• Drive innovation with a proactive mindset

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

Responsibilities

Your role as an Operational Assistantwill involve:

Executive & AdministrativeSupport

• Manage the Director's calendar, scheduling meetings & classes, coordinating priorities, and anticipating scheduling conflicts.
• Prepare agendas, meeting materials, reminders, and follow-up actions to ensure effective execution.
• Monitor key deadlines, deliverables, and commitments.
• Serve as a trusted operational partner by proactively identifying needs and proposing solutions.

Program&OperationsManagement

• Coordinate the end-to-end execution of educational programs, ensuring a high-quality participant experience.
• Manage communications and logistics with faculty, participants, mentors, and external partners.
• Help in coordination of workshops, conferences, mentoring sessions, and high-level meetings.
• Support the implementation and continuous improvement of operational processes across the Center.

Project &InitiativeCoordination

• Track mentoring programs, ensuring milestones and meetings.
• Maintain project timelines and monitor progress across the Center's strategic initiatives.
• Prepare and update dashboards and reports to monitor key performance indicators.
• Support research and educational initiatives through administrative coordination and project tracking.

Communications&Materials

• Prepare, edit, and format presentations, reports, and documents using the Center's visual identity and templates.
• Ensure consistency and quality across all communication materials.
• Support the preparation of meeting briefs, participant materials, and internal documentation.

Financial& Administrative Tracking

• Track budgets, invoices, reimbursements, and payments, ensuring timely processing and accurate records.
• Maintain organized documentation for contracts, expenses, and financial reporting.

RelationshipManagement

• Act as a primary point of contact for participants, faculty, partners, mentors, and entrepreneurial families.
• Ensure prompt, professional, and personalized communication with all stakeholders.
• Foster a welcoming and high-quality experience that reflects the standards of the Center.

Qualifications

To thrive in this role, you should possess the following qualifications:

• Fluency in English and Spanish (written and spoken).
• Exceptional organizational and time-management skills, with the ability to prioritize multiple competing tasks.
• Strong interpersonal and communication skills.
• High level of autonomy, reliability, and a proactive problem-solving mindset.
• Ability to work across educational programs, research initiatives, events, and administrative processes.
• Comfortable interacting with senior stakeholders, including faculty, business leaders, partners, and entrepreneurial families..
• Experience using CRM systems, project management platforms, Microsoft Office, and collaborative digital tools.
• Strong analytical skills and comfort working with data tracking, dashboards, and reporting.
• Excellent attention to detail and commitment to quality and continuous improvement.

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.