Position: Administrative Assistant

Reports to: Administrative Director

Department: Outbound Exchanges

Location: CIEE Barcelona, Spain

Who we are:

A nonprofit, non-governmental intercultural organization, CIEE is the world leader in international education and exchange. For 70 years CIEE has helped thousands of people gain the knowledge and skills necessary to live and work in a globally interdependent and culturally diverse world by offering the most comprehensive, relevant, and valuable exchange programs available. Serving over 300 U.S. college and university consortium members, CIEE operates more than 60 study centers in over 40 countries that support study abroad programs for over 6,000 students annually.

In addition, as the largest sponsor for U.S. Department of State programs, CIEE helps nearly 25,000 international students participate in U.S. based exchange programs annually. CIEE programs and services span study abroad, teach abroad, international faculty development seminars, and inbound exchange study, work, and internship programs for today’s high school and university students, professionals, and educators.

We strive to lead a robust community of international program providers and sponsors through innovation, exemplary service and exceptional efficiency. Our success depends on having the very best professionals. CIEE is committed to recruiting and retaining the best people in the industry, particularly those who are passionate about international education, are self-starters with high levels of energy and autonomy, and are dedicated to exceeding expectations in every challenge.

Position overview:

The CIEE Barcelona Administrative Assistant is responsible for supporting the Administrative Director in the financial, accounting and banking needs of the CIEE Barcelona programs, as defined below and in accordance with CIEE administrative policies.



S/he works with all CIEE Barcelona Departments to ensure the correct financial and accounting system controls and standards and helps ensuring timely financial and accounting reports for management. This position also supports the Administrative Director with legal processes.

Key responsibilities:

Finance / Accounting

- Support ensuring proper and timely payment of bills to providers.
- Verify expense coding and check issuance are accomplished accurately and timely.
- Prepare the pending payment documentation.
- Support with entering payment transactions (bank or petty cash) in NetSuite.
- Support in managing the accounts within the organization´s established policies.
- Record proper documentation of spending.

Contracts and payroll

- Support in managing the signing of professors’ contracts.
- Support in managing staff timekeeping control.

Other:

- Represent CIEE Barcelona Study Center with integrity, accuracy, and in the spirit of its mission.
- Other duties as assigned.

What you’ll bring:

- Administration - Must have administrative skills, particularly attention to detail and the ability to complete assigned tasks efficiently and accurately, and in a timely manner.
- Organization - Must have the ability to handle multiple tasks and priorities simultaneously.
- Confidentiality - Must understand the confidentiality of all the information s/he manages, due to its highly confidential and sensitive nature.
- Communication - Must have communication skills, both written and verbal.
- Flexibility - Must be very flexible and be able to respond quickly to changing circumstances. Must have a high tolerance for ambiguity.




- Technology - Must have strong computer skills (Microsoft 365) and expertise in accounting.
- Education - Must have experience in administrative and accounting tasks.
- Language - Must be fluent in English and in Spanish, Catalan is a plus.
- Applicants must have valid authorization to work in Spain at the time of employment and maintain such authorization throughout their employment.
- Applicants are encouraged to provide professional references.

What do we offer you?

- The opportunity to work at a dynamic, multi-national company based in one of Europe’s most exciting cities.
- The chance to learn in your role with the potential for future growth.
- A wonderful workplace -- full of action, fun-loving colleagues, and lots of students!
- A adaptable work schedule, with Friday afternoons off.
- 27+ vacation days.
- The work schedule will be 39 hours per week (full-time position), part-time position can also be considered (20-30 hours per week).
- The temporary contract will end in July 2027.
- This contract is initially offered as temporary, but it might become permanent based on the company’s requirements.
- A background check will be conducted.

Diversity matters CIEE believes that diversity matters: we are committed to welcoming candidates from all backgrounds. We strongly encourage people from underrepresented groups to apply for this position.

Data Protection

RESPONSABLE: CONSEJO DE INTERCAMBIOS EDUCATIVOS CON EL EXTRANJERO (CIEE Barcelona), G91994582, Pasaje Permanyer, 10 08009 Barcelona (BARCELONA), [email protected]. FINALIDADES: Participar en procesos de selección y verificar referencias. LEGITIMACIÓN: Aplicación de medidas precontractuales. CESIONES: No se prevén. CONSERVACIÓN: Durante la selección. DERECHOS: Puede ejercer su derecho de acceso, rectificación, supresión, limitación y portabilidad en los datos del responsable. En caso de divergencias, puede acudir a la AEPD (www.aepd.es).

📌 Administrative Assistant (Barcelona)
🏢 CIEE Barcelona
📍 Barcelona