Position: Office AssistantPosition: Office/Receptionist Assistant (full-time, temporary) Department: Outbound Exchanges – Global Operations Reports to: Administrative Coordinator, Madrid Job

Location:
Madrid, Spain Expected Start Date: December 1, 2026 Expected End Date: May 31, 2027 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. Who you are:The Office Assistant supports the Administrative Coordinator with a variety of logistical and administrative tasks to ensure the smooth operation of CIEE Madrid. This role involves assisting with daily office duties such as internal documentation, archiving, IT troubleshooting, reception coverage, classroom logistics, and site maintenance. The Office Assistant also provides support to all departments, contributing to student programming by helping with orientations, cultural activities, and excursions. The ideal candidate is organized, able to multitask, and demonstrates strong communication skills when interacting with students, visitors, and staff. In addition, the position includes participation in a rotating schedule with other staff to carry the 24-hour in-country emergency phone. What you’ll do: Administrative Tasks
· Complete administrative tasks such as creating name lists, nametags, and photocopying to support student orientations, activities, and excursions.
· Assist the CIEE Madrid departments by updating internal records and databases, preparing expense and invoice reports, digitalizing documentation, and supporting Reception with faculty time tracking.
· Manage and monitor work time records and other administrative matters.




· Collect and organize photos and videos for CIEE Madrid’s social media channels.
· Manage student documentation, including enrollment forms, identification records, and other required paperwork, ensuring accuracy and timely updates.
· Provide administrative support related to student health, safety, and security. Logistics
· Contribute to maintaining the optimal appearance of shared areas and classrooms.
· Assist with catering services for events, ensuring protocols are followed and dietary needs are respected; help with setup and cleanup at center events and activities.
· Empty and remove office recycling bins daily before closing, if needed.
· Supervise the storage, borrowing, and return of remote controls for classrooms.
· Assist with managing sign-up sheets for cultural activities and program events.
· Maintain the classroom calendar and reservations for classrooms and meeting rooms.
· Keep IT devices (PCs and laptops) updated, manage the center’s IT inventory, and provide staff support with hardware issues.
· Coordinate with the Administrative Coordinator to order office supplies (e.g., paper goods, printer and photocopier cartridges).
· Provide professors with classroom and office materials as needed. Reception and Student Support
· Cover the Reception area when needed, welcoming CIEE participants and visitors in person or by phone and directing inquiries to the appropriate staff member.
· Connect students directly with the appropriate CIEE staff member for incident reporting, housing questions, academic concerns, and other inquiries.
· Distribute incoming mail, sign for correspondence and deliveries, and notify students of special deliveries or packages.
· Assist participants with practical needs such as making medical appointments, initiating insurance processes, retrieving lost items, providing directions, or contacting U.
S. Embassy citizen services.
· Provide informal advising and support for student adaptation to the local culture.
· Enforce security protocols and maintain familiarity with fire safety escape routes.
· Attend student orientations, cultural activities,



and excursions as assigned (some may occur outside regular office hours, with compensatory time provided).
· Participate in a rotating schedule with other staff to carry the 24-hour in-country emergency phone.
· Perform other duties as assigned. What you’ll bring:
· Fluency in Spanish and English.
· Strong communication and customer service skills with a positive, professional attitude.
· Solid administrative and organizational abilities with attention to detail.
· Versátil and adaptable to changing circumstances.
· Proficient in Microsoft Office and basic IT troubleshooting.
· Minimum technical degree in Secretarial Studies, Tourism, Administration, Education, or related field.
· Authorization to work in Spain.
· Commitment to CIEE’s values: Excellence, Integrity, Respect, Inclusion, and Problem Solving. Diversity Matters:CIEE is committed to creating an inclusive environment in which our participants and staff represent the full spectrum of backgrounds and experiences. CIEE believes that professionals with diverse backgrounds provide ideas to solve problems and find ways to advance our mission to bring the world together. Candidates from underrepresented groups with diverse backgrounds are strongly encouraged to apply.

What we offer
• A job in non-profit education which will further develop your intercultural and administrative skills.
• A multicultural working environment with young people from all over the US.
• A learning atmosphere in a growing organization.
• Colleagues with a passion for international education and exchange Working

Conditions:
The successful candidate is offered a full-time, thirty-nine (39) hour/week local work contract, paid monthly.

Working hours
will typically be Monday to Thursday from 10:30am to 07:00pm, and Friday from 9:00am to 2:00pm, based on a flex-time concept to compensate for busy “peak periods” during other times of the year. There may be occasional evening or Saturday or overnight excursions which are compensated for with recovery time. Gross/bruto salary range for the position is 22,000 Euros. The position is an in-person and student-facing role that requires employees to be based full-time in Madrid at the start of the role. In this role you will have access to participant applications and other personal student information. CIEE staff might be privy to personal, medical and/ or academic problems of participants and must respect and maintain the confidentiality of such records. The position is hired with a local contract and follows all local holidays and annual vacation days.

📌 Office Assistant (Madrid)
🏢 CIEE Madrid
📍 Madrid