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: Global 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 adaptable 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