Assistant, Office of the Rector

IE; Madrid; Presencial; EUR 42.000 - 56.000; Jornada completa

Descripción de la vacante

IE University in Madrid seeks an Executive Assistant to join the Office of the Rector. The role provides high-level administrative and operational support to the Rector and the Director of the Office of the Rector, ensuring seamless executive schedules, strategic projects, and day-to-day operations.

Responsibilities include managing calendars, coordinating domestic and international travel, organizing institutional visits and official events, and producing briefing materials and reports with

Formación

• Degree in Executive Assistance, Business Administration, or related field.
• Proven experience supporting senior executives in an international environment.
• Fluent English and Spanish (written and spoken).
• Excellent organizational skills and attention to detail.
• Ability to handle highly confidential information with discretion.
• Experience coordinating institutional events and protocol-related activities is highly valued.
• Strong stakeholder management and interpersonal skills.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
• EU work permit.

Responsabilidades

• Provide executive support to the Rector and the Director of the Office of the Rector.
• Manage complex calendars, meetings, and competing priorities.
• Coordinate domestic and international travel arrangements.
• Organize institutional visits, official events, and protocol-related activities.
• Prepare agendas, briefing materials, minutes, and follow-up action.
• Screen phone calls, inquiries, and requests, managing them appropriately.
• Liaise with internal teams, external partners, suppliers, and other stakeholders.
• Maintain confidentiality and handle sensitive information with discretion.
• Produce, translate, and prepare high-quality reports, presentations, briefing notes, and executive correspondence.
• Provide support for virtual meetings and remote collaborations.
• Coordinate with other departments to ensure adherence to policies and decisions.
• Prepare, submit, and reconcile expense reports in accordance with institutional policies.
• Support the organization of institutional visits, high-level meetings, and official events, ensuring compliance with protocol requirements and institutional standards.

Conocimientos

Fluent English

Fluent Spanish

Organizational skills

Discretion

Problem-solving

Educación

Degree in Executive Assistance/Business Administration

Herramientas

Microsoft 365

Descripción del empleo

Overview

Are you interested in joining a dynamic and international team of professionals to transform education? IE University’s Office of the Rector is looking for an Assistant to join its team! IE University is looking for an Executive Assistant to the Office of the Rector. The Executive Assistant will provide high-level administrative and operational support to the Rector and the Director of the Office of the Rector, ensuring the seamless management of executive schedules, strategic projects, institutional relations, and day-to-day operations. The role is also responsible for overseeing protocol arrangements for institutional visits, official ceremonies, senior-level meetings, and external engagements while ensuring the highest standards of professionalism, accuracy, and attention to detail. Acting as a trusted partner, the Executive Assistant exercises sound judgment, discretion, and professionalism in all matters.

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 Assistant will involve:

Executive Support and Office Management

- Provide executive support to the Rector and the Director of the Office of the Rector

- Manage complex calendars, meetings, and competing priorities

- Coordinate domestic and international travel arrangements

- Organize institutional visits, official events, and protocol-related activities

- Prepare agendas, briefing materials, minutes, and follow-up action

- Screen phone calls, inquiries, and requests, managing them appropriately

Executive Coordination and Communications

- Manage incoming visits, calls, emails, and correspondence based on urgency and importance

- Liaise with internal teams, external partners, suppliers, and other stakeholders

- Maintain strict confidentiality and handle sensitive information with discretion

Executive Communications and Documentation

- Produce, translate, and prepare high-quality reports, presentations, briefing notes, and executive correspondence

- Provide support for virtual meetings and remote collaborations

Office Operations and Internal Coordination

- Coordinate with other departments to ensure adherence to policies and decisions

- Prepare, submit, and reconcile expense reports in accordance with institutional policies

- Perform other tasks to support the day-to-day running of the Office of the Rector when needed

Institutional Relations and Protocol

- Support the organization of institutional visits, high-level meetings, and official events, ensuring compliance with protocol requirements and institutional standards

- Coordinate and facilitate interactions with senior executives, government officials, ambassadors, academic leaders, and international partners

- Foster effective working relationships in a multicultural environment, demonstrating cultural awareness, diplomacy, and adaptability

Qualifications

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

- Degree in Executive Assistance, Business Administration, or a related field, or equivalent professional experience

- Proven experience supporting senior executives in an international environment

- Fluent English and Spanish (written and spoken)

- Exceptional organizational skills and attention to detail

- Excellent judgment, discretion, and the ability to handle highly confidential information

- Experience coordinating institutional events and protocol-related activities is highly valued

- Strong stakeholder management and interpersonal skills

- Ability to manage multiple priorities in a fast-paced international environment

- Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, and Teams)

- Proactive, service-oriented mindset with strong problem-solving abilities and a hands‑on approach

- EU work permit

If you are an experienced Executive Assistant who thrives in a dynamic, international environment and enjoys supporting senior leadership at the highest level, we encourage you to apply and become part of IE University's mission to transform education!

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.