Executive Assistant to the Rector - International & Protocol

IE; Madrid; On-site; EUR 42,000 - 56,000; Full time

Job summary

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

Qualifications

• 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.

Responsibilities

• 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.

Skills

Fluent English

Fluent Spanish

Organizational skills

Discretion

Problem-solving

Education

Degree in Executive Assistance/Business Administration

Tools

Microsoft 365

Job description

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