Executive Assistant, Office of the Rector

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

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…