Summary of Position

The Receptionist is primarily responsible to greet and assist CIEE participants and visitors at the CIEE Center, as well as contributing attentively to a welcoming and positive environment. The position acts as the initial contact for students who need access to resources related to CIEE and/or Madrid, while also providing some specific administrative assistance related to their health, safety, and security. In addition, duties include providing support to the Administrative Department with general office tasks, classroom logistics, social media, and site maintenance.

Duties and Responsibilities

• Welcome CIEE participants and visitors by greeting them, in person or on the telephone; answering or referring inquiries to the appropriate CIEE staff member.

• Act as an initial point of contact and resource for general health, safety, and security of CIEE participants.

• Help CIEE participants to make medical appointments, start the insurance process, retrieve lost items, give street directions, contact US Embassy citizen services, etc.

• Establish a direct contact for the student with the appropriate CIEE staff member for specific incident reporting, housing inquiries, academics, etc.

• Help to collect photos and videos for the CIEE Madrid social media network (Facebook, Instagram, etc.).

• Assist with food catering services and clean up at Center events and activities.

• Contribute to keeping an optimal appearance of the shared communal areas and classrooms.

• Make sure the office´s recycling bins are empty and take out this before closing the office space, every evening.

• Complete basic administrative tasks (for instance, creating name lists, nametags, photocopying, etc.) in support of the student orientation, activities, and excursions.

• Supervise storage, borrowing, and return of remote controls (classrooms, student Lounge).

• Assist with the sign-up sheets for cultural activities and events of CIEE Madrid programs.

• Distribute all mail received and sign for necessary correspondence and deliveries; notify students of any special deliveries or packages.

• Maintain classroom calendar and reservations for classrooms, student lounge and meeting rooms.

Enforce security protocols by following procedures such as opening and/or closing the Center front door correctly with office keys, monitoring visitor logbook and/or issuing visitor badges, if necessary. Be familiar with fire safety escape routes.

• Maintain telecommunication system by following manufacturer's instructions for office telephone network.

• Order office supplies such as paper goods, printer, and photocopier cartridges, in coordination with the Administrative Assistant.

• Provide professors with any classroom and office materials they may need.

• Other duties as assigned.

Knowledge Skills and Requirements

• Customer Service: Demonstrate a friendly and collaborative working style with a positive outlook.

• Communication: Proven ability to communicate efficiently in English and Spanish and be able to deal calmly with stressful situations when interacting with students.

• Administration: Must have good administrative skills, particularly attention to detail and the ability to complete assigned tasks efficiently and accurately, and in a timely manner.

• Flexibility: Must be able to respond quickly to changing circumstances.

• Language: Fluency in Spanish and English.

• Education: Minimal technical degree in Secretarial Studies, Tourism, Theatre /Arts, or equivalent.

• Technology: Must have good computer skills and knowledge of Microsoft Office.

• Demonstrated commitment to equity, inclusion, and diversity.

• Applicants must have authorization to work in Spain.