The Global Executive MBA (GEMBA) team in Barcelona is looking for an Office Coordinator to support the program team in different aspects.
The role will combine administrative tasks, coordination with other areas at IESE and, eventually, module coordination.
The person that holds the position will get to know this unique program from many perspectives and will be part of a dynamic and international team and environment.Responsibilities Assist the program team in the day-to-day running of the modules.Provide a high level of service to participants and faculty by ensuring that they have all the materials they require for the course.Set up the Virtual Campus and update the content (program and course webpages).Organize all internal logistical requirements for the module: catering, room reservations, restaurants, health insurance, etc.
Liaise with the catering department at hotels or other campuses during overseas modules.Look for new restaurants and venues for extra-curricular activities.Prepare the excel schedule and the pre and post-residential schedules once the PM has finalized the schedule on FP (and update them when necessary).Ensure the Virtual Campus content and all communications to faculty and students are handled correctly and in a timely manner.Ensure program materials (books, cases, outlines) are received on time and review them before printing and delivering them (provide to PM for final approval).Check with PM on how to resolve participants and faculty issues.Take on the role of team mentoring coordinator (communicate and follow-up on meetings with team mentors).Ensure that evaluation forms are ready after every module.Support faculty and staff with travel arrangements during overseas modules (hotel, airport pickups, etc.
).Check if all assignments have been uploaded on the VC on time (and inform the PM); ensure that all feedback and comments have been correctly posted on the VC by the professors' assistants.Internal Administrative Responsibilities Act as the bridge between the GEMBA team and Administration.Input all expenses related to the module in the departmental excel.Organize information relevant for the department (e.G., team documents, program documents, etc.
).Assist the Module Directors/Managers with pre- and post-program tasks.Keep the Dropbox folder structure clean and updated.Ensure that medical supplies and office materials are kept up to date.Control the use of course binders and IESE merchandise to ensure necessary stock is maintained.Buy gifts for invited speakers and company visit hosts.Update the area calendar.Qualifications English proficiency at a proficient level.Analytical skills.Methodical approach.Microsoft Office skills (especially advanced Excel).Ability to work as part of a team (open and communicative).Spirit of service.Positive attitude of collaboration and coordination with other departments, divisions, areas, and campus.Commitment to the organization.#J-18808-Ljbffr