Academic Assistant Internships- IES ABROAD MADRID TEMPORARY POSITION

IES Abroad Madrid; Comunidad de Madrid; On-site; EUR 23,000 - 29,000; Full time

Benefits offered by this job

Competitive benefits package

Professional development opportunities

International environment

Global support network

Job summary

IES Global seeks an Academic Assistant – Internships in Madrid to support internship operations, employer relations, and student services. You will coordinate applications, onboarding, documentation, and tracking across programs, ensuring high-quality experiences for both students and host employer partners.

The role reports to the Coordinator of Internships & Faculty Affairs and requires strong English/Spanish communication, organization, and teamwork in a diverse international setting.

Qualifications

• Excellent English and Spanish written and verbal communication.
• Strong organizational and administrative skills.
• Experience in internships, career services or higher education administration.
• Ability to manage multiple priorities with accuracy.
• Proficiency with MS Office 365 and CRM systems.

Responsibilities

• Support day-to-day administration of internship programs across academic disciplines.
• Assist students through application, placement and onboarding processes.
• Coordinate internship documentation, evaluations, and records.
• Maintain accurate internship data in institutional systems and databases.
• Support internship matching and placement processes.
• Assist with application reviews and administrative screening procedures.
• Coordinate communications with students regarding deadlines and placement updates.
• Support employer relations and outreach to host organizations.
• Expand internship opportunity databases and track participation.
• Prepare reports and data summaries on internship activity and student participation.
• Collaborate with internship advisors and faculty to support student experience.
• Organize internship information sessions, employer presentations and events.
• Support continuous improvement initiatives related to internships and experiential learning.

Skills

English & Spanish communication

Organizational skills

Customer relations

Team collaboration

Project coordination

MS Office 365

CRM systems

Education

Higher education administration experience

Tools

Microsoft Office 365

CRM platforms/databases

Internship management software

Job description

IES Global is a not-for-profit study abroad and internship provider dedicated to transforming the lives of nearly 10,000 students annually through unparalleled study abroad experiences. From our headquarters in Chicago, we offer 400+ programs in 85 locations worldwide, partnering with hundreds of colleges and universities to create authentic educational experiences that exceed expectations. IES Global comprises a collective of brands including IES Abroad, IES Internships, Customized & Faculty-Led Programs, and the Study Abroad Foundation (SAF). We champion meaningful academic and cultural education, integrate diverse perspectives, prioritize student health and safety, and strive to better the world through our Global Good Commitment. For nearly 75 years, we have been a trusted leader in global education, committed to diversity, equity, inclusion, and anti-racism. We actively recruit underrepresented students and provide millions in scholarships each year, celebrating a diverse student body that reflects the vibrant cultures we engage with. Our commitment extends to our diverse team, fostering an inclusive, welcoming workplace where talents from various backgrounds collaborate and grow.

Summary of Position

The Academic Assistant – Internships plays a key role in supporting the internship operations of the Madrid Center. The position provides administrative, operational, and student-support assistance to ensure the successful delivery of internship programs and experiential learning opportunities across all academic areas. Working closely with the Coordinator of Internships & Faculty Affairs, internship advisors, faculty, students, and employer partners, the Academic Assistant contributes to placement processes, employer relations, student support, internship tracking, documentation management, and program administration. The role is essential in supporting the continued growth of internships while ensuring a high-quality experience for students and employer partners.

Status: Full-time position (temporary)

Schedule: 39 hours per week

Reports to: Coordinator of Internships and Faculty Affairs

Location: Madrid

Salary: 26.000€ (per year)

Job Responsibilities & Duties

• Support the day-to-day administration of internship programs across academic disciplines.
• Assist students throughout the internship process, including application, placement, onboarding, and completion stages.
• Coordinate internship documentation, agreements, evaluations, and required records.
• Maintain accurate internship data and records within institutional systems and databases.
• Support internship matching and placement processes.
• Assist with internship application reviews and administrative screening procedures.
• Coordinate communications with students regarding deadlines, requirements, placement updates, and internship-related processes.
• Support communication and relationship management with employer partners and host organizations.
• Assist in maintaining and expanding employer and internship opportunity databases.
• Support outreach initiatives aimed at developing new internship partnerships and opportunities.
• Track internship participation, placement outcomes, and program metrics.
• Prepare reports and data summaries related to internship activity and student participation.
• Collaborate with internship advisors and faculty members to ensure effective student support throughout the internship cycle.
• Assist in organizing internship information sessions, employer presentations, workshops, and related events.
• Support continuous improvement initiatives related to internships, employer engagement, and experiential learning.
• Assist with special projects and departmental initiatives as assigned.

Team Duties

• Participate in arrival and orientation activities as designed by the Center Director, Dean of Faculty, and Student Affairs team, including airport arrivals, orientation sessions, and student welcome activities.
• Participate in academic and co-curricular activities supporting student engagement and experiential learning.
• Support center-wide initiatives and special events as assigned.
• Participate in field studies, excursions, and educational activities when required, following established safety protocols.
• Collaborate with colleagues across departments to ensure a seamless student experience.

Experience & Qualifications / Skills

• Excellent written and verbal communication skills in English and Spanish.
• Strong organizational and administrative skills.
• Experience working in internships, career services, experiential learning, higher education administration, student services, recruiting, human resources, employer relations, or related fields preferred.
• Demonstrated ability to build and maintain professional relationships with students, colleagues, employers, and external partners.
• Strong interpersonal and customer service skills.
• Ability to manage multiple priorities simultaneously while maintaining a high degree of accuracy.
• Excellent attention to detail and organizational follow-through.
• Strong problem-solving skills and proactive approach to operational challenges.
• Ability to work independently and collaboratively within a team environment.
• Experience coordinating projects, events, administrative processes, or stakeholder communications.
• Proficiency with Microsoft Office 365, including Outlook, Teams, Excel, Word, and PowerPoint.
• Experience with CRM platforms, databases, reporting systems, or internship management software is highly desirable.
• Ability to work effectively within a multicultural and international environment.
• Strong professional judgment and ability to maintain confidentiality.
• Commitment to student development, experiential learning, and international education.

Education, Licenses and/or Certifications

• Experience in higher education, internships, career services, experiential learning, human resources, business administration, organizational development, student services, or related fields is highly desirable.

What We Offer

• Opportunity to contribute directly to student professional development and experiential learning opportunities.
• Meaningful and impactful work supporting students throughout their academic and career journeys.
• Varied and engaging work within a highly collaborative international environment.
• Professional development opportunities and ongoing learning.
• Strong local and global support network.
• Competitive benefits package in accordance with organizational policies and applicable labor agreements.
• Opportunity to contribute to one of the Madrid Center's most strategically important and rapidly growing areas.

A background check may be conducted, based on responsibilities, as a condition of employment.

Equal Opportunity Employment

IES Abroad is an equal opportunity employer and encourages applications from all qualified candidates. We strive to treat people with respect, fully utilizing employees’ abilities and promoting workforce diversity. We are committed to a policy of equal opportunity and do not discriminate based on race, color, religion, sex, disability, age, national origin, citizenship, gender, gender expression, gender identity, or sexual orientation.