Operations & Programs Specialist (Madrid)

IE University; Madrid; Presencial; EUR 27.000 - 38.000; Jornada completa

Descripción de la vacante

IE University in Madrid is seeking an experienced Operational Assistant to join the IE Center for Families in Business. You will play a central role in daily operations, coordinating calendars, events, and communications while delivering an outstanding participant experience.

The role requires bilingual English/Spanish abilities, strong organizational skills, and proficiency with CRM systems and Microsoft Office.

Formación

• 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.

Responsabilidades

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

Conocimientos

Fluent English

Fluent Spanish

Organizational skills

Time management

CRM systems

MS Office

Project coordination

Stakeholder engagement

Communication skills

Herramientas

CRM systems

Microsoft Office

Project management tools

Descripción del empleo

IE University in Madrid is seeking an experienced Operational Assistant to join the IE Center for Families in Business. You will play a central role in daily operations, coordinating calendars, events, and communications while delivering an outstanding participant experience.

The role requires bilingual English/Spanish abilities, strong organizational skills, and proficiency with CRM systems and Microsoft Office.