Program Assistant, Student Life Office

Position: Program Assistant, Student Life Office (full-time, permanent)

Site Location: CIEE Madrid, Spain

Reports to: Coordinator, Student Life Office

Department: Outbound Exchanges: General Operations

Expected Start Date: October 1, 2026

Who we are:

CIEE is a global organization, staffed with dedicated problem-solvers adept at collaboration across teams and time-zones. Our international staff operates the largest nonprofit network of study abroad centers at 30+ locations around the world. Since 1947, we have promoted peace by cultivating intercultural understanding and preparing people to thrive in a globally interdependent and culturally diverse world.

Why work with us:

· You will change the world. CIEE programs build bridges between different people, different countries, and different cultures. We help young people participate in high-quality international exchange and study abroad programs that bring the world together. We change lives, our alumni change the world. Be part of the change!

· You will be part of a fast-paced, international, diverse, and collaborative team of professionals. Committed to excellence and solving whatever problem the world throws at them, CIEE professionals work on international teams and are dedicated to advancing our 75- year-old mission to make the world a more peaceful place.

Your Job

You’ll help run the student experience for U.S. college students studying abroad in Madrid. Think: organizing activities, supporting students day-to-day, making reservations, handling logistics, and jumping in when things don’t go as planned. If you like working with people, being organized, and being part of a fast-moving team—this is for you.

What you’ll actually do

- Help plan and participate in orientations, airport pickups, trips, and cultural activities
- Book venues, manage reservations, and track budgets
- Join trips and events as a group leader/chaperone




- Support students with real-life issues (adaptation, housing, health, logistics, etc.)
- Work with systems like Salesforce, Excel, and SharePoint
- Coordinate with vendors and make sure payments/logistics run smoothly
- Help keep students safe by following and reporting on health & safety processes
- Occasionally accompany students to appointments (doctor, housing, etc.)
- Create content (photos, social posts, blogs)
- Be part of an on-call 24/7 emergency phone rotation for urgent situations with built-in recovery time and support by experienced staff
- No two days are the same, you’ll need to be flexible and ready to jump in.

What you need to bring

- At least 2 years of admin, operations, or coordination experience
- Strong people skills—you’re comfortable helping, guiding, and sometimes managing difficult student situations
- Highly organized and able to juggle multiple tasks
- Fluent in English and Spanish
- Good knowledge of Madrid (or willingness to learn fast)
- Confident using Excel and picking up new systems quickly
- Comfortable working both independently and in a team
- Able to stay calm and effective under pressure

What this role offers you:

- Hands-on experience in international education
- Work with students from across the U.S.
- Build skills in leadership, problem-solving, and intercultural communication
- Be part of a supportive, collaborative team
- 39 hours/week local contract. Office hours are typically: 9:00-17:30 with flex time reduction on Fridays until 14:00.
- Based in Madrid (in-person role)
- You must have legal authorization to work in Spain
- Option for remote workday 1x weekly after three months
- There may be occasional evening or Saturday or overnight excursions which are compensated for with recovery time.
- We value different backgrounds, experiences, and ways of thinking. If you’re interested but don’t check every box, apply and show us what skills and experiences you’ve got.
- Salary range: 20,000-22,000 Euros annual bruto

📌 Program Assistant, Student Life Office (Madrid)
🏢 CIEE Madrid
📍 Madrid