THE ORGANISATION Originated in the United States 85 years ago, the Urban Land Institute (ULI - www.uli.org) is the leading non-profit urban research and education organisation focused on responsible use of land, with more than 45,000 members worldwide and almost 4,500 members in Europe. Members, both individual and corporate, represent all disciplines active in real estate and urban development from public and private sectors, including architects, developers, investors, and urban planners.
ULI's mission is to shape the future of the built environment for transformative impact in communities worldwide, delivered through a wide variety of events, awards, and thought leadership. In Europe, ULI is active across 15 countries.
Spain is a significant strategic market for ULI with a huge potential to further ULI's mission and grow its membership.
POSITION SUMMARY The Associate will provide support to the ULI Spain National Council team in helping to grow the organisation's membership base and deliver member-led activities through the council's programme of work.
The role is responsible for supporting the council's programme of work by looking after a wide range of administrative tasks, responding to enquiries from ULI members, working closely with internal stakeholders, preparing reports, helping organise events, and managing diaries.
Reporting to the Executive Director, ULI Spain, this position requires good organisational and communication skills and proficiency in working with databases. Proficiency in English will be required.
The position will be based in Madrid and will be a remote position. However, there will be specific workdays where the Team Associate will be required to work with the Executive Director.
SPECIFIC RESPONSIBILITIES: General Administration Serves as the first point of contact for member queries.Management of the ULI Spain email inbox.Handles administration of cloud-based filing system.Updates ULI Spain website.Schedules meetings and records minutes.Event Support Works closely with the council staff team and Executive Committee to deliver events for ULI Spain.Responds to member enquiries regarding events.Liaises with ULI customer service team regarding event setup and registration.Prepares name badges and on-site materials.Prepares event invitations and mails, thank-you letters to speakers and sponsors.Monitors income generation of events and processing of invoices when required.Travels to and attends events to assist in on-site logistics, including setup, name badges, and on-site registrations occasionally. Most events are held in Madrid.Assists with additional event logistics as needed.Captures information of all delegates attending, including any non-payments or on-the-day registrations.Communicates with event delegates pre- and post-event.Data Management Pulls member data and event information from the ULI database.Updates member contact details in ULI database.Captures non-member/prospective member contact details for inclusion in ULI database.Maintains data lists of ULI Spain Council Members.Creates and updates spreadsheets.Invoicing Creates payable invoices and communicates with payees.Processes incoming invoices and liaises with vendors.Tracks and chases up payments.In addition, the Associate will be responsible for any other activities that might be required from time to time in running the National Council. Projects and tasks will be assigned by the Executive Director, ULI Spain accordingly.
SKILLS: Excellent customer service skills, with the ability to interact with customers in person, via telephone, or by email.Ability to work in a fast-paced environment, prioritise tasks, and handle multiple tasks concurrently with responsible and thorough follow-up.Experience with invoicing.Some experience in marketing and communications.Proficiency in analysing and handling data.Self-motivated, highly organised, and demonstrating attention to both details and deadlines.Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).Ability to travel to ULI Spain events in Madrid and occasionally other locations in Spain.Ability to attend early-morning and evening events if necessary.Good combination of creative and analytical skills.Good time management and capable of meeting tight deadlines.Able to juggle multiple projects.Excellent communication skills.Initiative to follow up on tasks without prompting.Excellent attention to detail.Database experience—understanding of membership database processes, NetForum preferred but not essential.Additional Preferred Skills: Active interest in real estate, urban development, and/or land use.Experience in communications and event organization.Familiarity with web-based tools, such as content management systems or internet-based tools for updating website content an advantage.EXPERIENCE: Two to three years' experience in a similar role.Demonstrated proficiency/skills in Microsoft Office (Word, Excel, Outlook, and PowerPoint).EDUCATION: Bachelor's degree or equivalent work experience.LANGUAGE: Fluency in Spanish and proficiency in English required.APPLICATION INSTRUCTIONS: To send in your application, please click APPLY below. Please submit a CV and a cover letter.
ULI is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to protected characteristics. All applicants are encouraged to confirm whether any reasonable adjustments to the recruitment process are required.
EOE/m/f/d/v. No relocation reimbursement is offered at this time.
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