Lugar : Madrid
Horario: Working hours will typically be Monday to Friday from 9:00 am to 5:30 pm. However, the Institution currently offers an additional work benefit on Fridays for this position to work from 9:00 am to 2:00 pm, 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
* Assist with reviewing expense requests and reports to confirm completeness and accuracy.
* Support month-end accounting by reconciling bank and petty cash accounts and preparing required documentation.
* Assist in the preparation of bank remittances and upload bank statements, signed petty cash reports, and transaction receipts to SharePoint.
* Help enter all payment transactions (bank or petty cash) in NetSuite and support management of accounts in accordance with organizational policies.
* Assist in ensuring proper and timely payment of bills to providers and verify expense coding and check issuance. Prepare documentation for pending payments and record proper documentation of spending.
* Organize and digitize bookkeeping archives, gathering invoices and receipts to ensure compliance with Spanish legislation.
* Assist in reviewing withholding tax (IRPF) applied to guest lecturers, instructors, or professionals to ensure compliance with current tax regulations.
* Communicate with suppliers and help track office-related expenses.
* Provide administrative support in HR processes, including onboarding.
* Assist with coordination of staff events.
* Participate in reception coverage on a rotating basis and support student programming, including cultural activities and excursions.
* Perform other administrative duties as assigned.
* At least one year of administrative/human resources experience ;
experience in educational program support is a plus.
* Ability to multitask, prioritize, and meet deadlines effectively. Discretion and reliability in handling confidential information.
* Confidence and sound judgment in working with participants and staff from diverse backgrounds.
* Problem-solving skills with strong attention to detail.
* Ability to collaborate effectively, contributing to group tasks in different roles as needed.
* Good working knowledge of Microsoft Office (Excel required);
willingness to learn new administrative software.
* Flexibility and adaptability to changing circumstances.
* Fluency in English and Spanish.
* Commitment to the Institution's Core Values: Excellence, Integrity, Respect, Inclusion, and Problem Solving.
* A COVER LETTER IS REQUIRED with your application. Applications that do not include a cover letter will not be considered.
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