Assistant, Dean's Office - School of Architecture & Design (Temporary)

Ie University; Madrid; On-site; EUR 30,000 - 42,000; Full time

Job summary

IE University’s School of Architecture & Design seeks an Assistant to support the Dean's Office. You will be the main contact between the Dean and internal stakeholders, managing diary and scheduling meetings, and assisting with lectures, events and exhibitions.

You will ensure timely communication, organize travel, visas and accommodations, and help with document preparation. English and Spanish proficiency, strong time management, and discretion are essential.

Qualifications

• Bachelor's Degree required.
• Proficient in English and Spanish (written and oral).
• Minimum of 5 years of experience.

Responsibilities

• Organizing meetings and business travel.
• Screening phone calls, enquiries and requests; handle on behalf of the Dean.
• Liaising with clients, suppliers and staff; internal communications.
• Producing or translating documents, briefings, reports and presentations; Word processing and Excel.
• Coordinate with departments to ensure policy compliance.
• Submit and reconcile expense reports.
• Develop other projects per department needs.

Skills

English

Spanish

Time management

Communication

Negotiation

Attention to detail

Organizational skills

Adaptability

Confidentiality

Teamwork

Education

Bachelor's Degree

Tools

MS Word

MS Excel

Job description

Overview

Are you interested in joining a dynamic and international team of professionals to transform education? IE University'sSchool of Architecture & Design is looking for anAssistant to join its team!

We are looking for an Assistant to support the Dean's Office. In this role you will be acting as the point of contact between the Dean and key internal stakeholders, handling requests and queries appropriately and managing diary and schedule meetings and appointments.

The candidate will also aid in the preparation of public lectures, events, and exhibitions, and may also take care of different tasks for the members of the Dean's Office. For this purpose, the candidate will need excellent time management, attention to detail and communication skills.

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 María de Molina

Responsibilities

Your role as a Assistant will involve:

• Organizing meetings and business travel
  • Arranging travel, visas and accommodation
  • Organizing and maintaining diaries and making appointments;
  • Screening phone calls, enquiries and requests, and handling them when appropriate
  • Meeting and greeting visitors at all levels of seniority
• Effective business communication
  • Dealing with incoming email and post, if needed corresponding on behalf of the Dean;
  • Liaising with clients, suppliers and other staff.
  • Taking care of the internal communication
• Developing or translating complex documents
  • Producing/translating documents, briefing papers, reports and presentations
  • Word processing (MS Word) and Spreadsheets (MS Excel)
• Coordinate with other departments to ensure compliance with established policies
• Submit and reconcile expense reports
• Develop other particular projects in accordance with the department needs.

Qualifications

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

• Bachelor´s Degree.
• Proficient in English and Spanish (written and oral)
• Minimum of 5 years of experience.
• The candidate will demonstrate solid communication and negotiation skills and 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 and to work extra hours to meet deadlines;
• Discretion and an understanding of confidentiality issues.
• The selected person will occasionally work from the Segovia campus.

Unleash your full potential and make an impact. The next move is yours!

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.