Overview: This role gives support to the whole team at IE Publishing + Executive Education Online (HiOPs) & Online Solutions by fulfilling office management duties for the department. He/she must enjoy helping others in resolving their queries and show resourcefulness to ensure seamless, timely and effective attention to administrative tasks as well as the streamlining of internal processes involved in the running of the department, agendas and miscellaneous day-to-day tasks. He/she must have great time-management and organizational skills to effectively prioritize and deliver on a wide variety of tasks. Discretion is a must as this person will deal with confidential information on a personal and departmental level.
This person will also be involved in learning materials revisions and cataloging for the IE collection.
Responsibilities Manage and prioritize an active calendar of appointments, coordinating across multiple internal departments, companies and time zones, follow up on action items, videoconference coordination, room reservations, event organization when necessary, among others.
Support to manage travel bookings, meetings, calls and logistics for the Executive President of IE Exponential Learning and Director of IE Publishing, as well as other team members and guest visitors as needed.
Liaise with freelancers, control manager & accounts payable/receivable departments to process all invoices, travel expenses and cash advances.
Maintain Online Programs Observatory benchmark updated with newest executive education/ed-tech trends and courses offered by competition.
Revision of teaching materials to optimize readability and ensure correct grammar/formatting consistency.
Act as point of contact for clients purchasing IE's learning materials, preparing documents for provision to third parties and subsequent invoicing.
Design and revise PowerPoint presentations as needed.
Translate and/or revise texts for correspondence, publications and webpages.
Organize events hosted by the department, including mailing of invitations and subsequent follow up, venue reservations, catering, etc.
Act as the go-to person for ad hoc administrative requirements.
Qualifications Bachelor's Degree.
Written and spoken proficiency in English and Spanish (English native will be desirable).
Outstanding organizational and time-management skills.
Can-do attitude.
Solution-oriented: ability to work independently and in teams on a broad set of tasks.
Proactivity is a must!
Ability to work in a multi-cultural context and interact with a wide variety of stakeholders and at different levels of the organization.
Proficient Microsoft user: Office Suite, Dynamics 365 Finance & Operations.
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