Program Assistant, Design Programs - School of Architecture & Design

Ie University; Madrid; On-site; EUR 28,000 - 42,000; Full time

Job summary

IE University in Madrid invites applications for a Program Assistant – Design Programs to support the daily operations and academic coordination of MINT and MDXR in the IE School of Architecture and Design.

The role involves coordinating calendars, class schedules, travel logistics, and communication with students and faculty, in a dynamic, international environment, with a strong emphasis on service and teamwork.

Qualifications

• Bachelor's degree required.
• Fluency in English and Spanish, both written and spoken.
• 2–5 years in academic coordination, program support, or related admin.
• Strong organizational, time-management, and multitasking abilities.
• Excellent communication with students, faculty, and staff.

Responsibilities

• Support planning and execution of academic calendars, classes, studios, and juries.
• Coordinate schedules, rooms, resources, and faculty requirements.
• Be primary contact for students on academic and program matters.
• Manage course materials, briefs, assignments, and evaluations.
• Monitor deadlines and ensure timely information delivery.
• Handle daily administrative tasks and student records.
• Assist with logistics of activities, travel, and events.
• Prepare documentation for boards and meetings.
• Support student experience through events and community initiatives.

Skills

English & Spanish

Organization

Time management

Academic coordination

Teamwork

Education

Bachelor's degree

Tools

MS Office

Learning platforms

Job description

Overview

Are you interested in joining a dynamic and international team of professionals to transform education? IE University's IE School of Architecture and Design is looking for an Program Assistant – Design Programs to join its team!

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.

Are you interested in joining a dynamic and international team of professionals working to transform education?

IE School of Architecture and Design is seeking a Program Assistant to support the daily operations and academic coordination of its design programs (MINT and MDXR).

This position plays a key role in ensuring a smooth and enriching experience for students, faculty, guest professionals, and internal stakeholders. Acting as a central liaison between the program management team and the broader IE community, the Program Assistant will help ensure the successful delivery of academic and student services.

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 a Program Assistant – Design Programs will involve:

• You will work closely with program management, faculty, students, guest lecturers, and other internal departments to ensure the smooth operation of MINT and MDXR.

• You will contribute to the delivery of an outstanding academic and community experience in a creative, interdisciplinary, and highly international environment.

Key Responsibilities

Academic and Program Coordination

• Support the planning and execution of academic calendars, class sessions, workshops, design studios, juries, presentations, and key program milestones.
• Coordinate class schedules, room bookings, studio spaces, technical resources, and faculty requirements.
• Serve as a primary point of contact for students regarding academic, operational, and program-related matters.
• Liaise with faculty to manage course materials, briefs, assignments, evaluations, and academic requirements.
• Monitor deadlines and deliverables, ensuring that students and faculty receive accurate and timely information.

Administrative and Operational Support

• Handle daily administrative tasks, including documentation, database management, attendance monitoring, and maintenance of student records.
• Support the logistics of academic activities, meetings, exhibitions, workshops, field visits, and international modules.
• Coordinate travel and accommodation for faculty, guest lecturers, and external professionals when required.
• Assist with the preparation and organization of classrooms, studios, materials, equipment, and other resources needed for academic activities.
• Maintain effective communication with internal departments, external partners, and service providers.

Communication and Reporting

• Facilitate clear and consistent communication with students, faculty, and departments such as Admissions, Career and Student Services.
• Assist in preparing documentation for academic boards, faculty meetings, evaluations and quality assurance.
• Collect and organize student and faculty feedback, supporting follow-up actions and continuous program improvement.

Student Experience and Events

• Collaborate on initiatives designed to enhance the student journey, sense of community, and engagement with the School.
• Support the planning and execution of welcome sessions, graduations, lectures, juries, networking activities, and other academic events

Qualifications

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

• Bachelor's degree
• Fluency in English and Spanish, both spoken and written.
• Two to five years of professional experience in academic coordination, program support, event coordination, or a related administrative role.
• Strong organizational, time-management, and multitasking skills.
• Excellent attention to detail and a proactive, solution-oriented mindset.
• Strong interpersonal and communication skills, with the ability to interact effectively with students, faculty, professionals, and internal teams.
• Proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook; familiarity with digital learning platforms is a plus.
• Team-oriented, service-minded, and comfortable working both independently and collaboratively

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.