Assistant, Office of the Rector
On-siteMadrid, Madrid, Spain
Job Summary
Manage complex calendars, meetings, and competing priorities for the Rector and Director of the Office of the Rector. Coordinate domestic and international travel, organize institutional visits, official ceremonies, and protocol-related activities. Produce high-quality reports, presentations, and briefing notes while screening calls, inquiries, and requests. Liaise with internal teams, external partners, suppliers, and stakeholders to maintain strict confidentiality. Prepare agendas, minutes, and follow-up actions for senior-level meetings and external engagements. Submit and reconcile expense reports in accordance with institutional policies. Support virtual meetings and remote collaborations within a multicultural, international environment.
Required 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
- 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
Desired Qualifications
- Experience coordinating institutional events and protocol-related activities is highly valued
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