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.

POSITION SUMMARY

The Team Assistant 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 looking after day-to-day administrative tasks, supporting the council’s programme of work, responding to enquiries from ULI members, working closely with internal stakeholders, preparing reports, managing diaries and helping organise events.

Reporting to the Executive Director, ULI Spain, this position requires good organisational and communication skills and proficiency in working with databases.

Profficiency in English will be required.

The position will be based in Madrid, it will mainly be by remote work, with specific days on a service space when Executive Director will require.

SPECIFIC RESPONSIBILITIES:

General Administration

• Serves as the main point of contact for member queries and monitors ULI Spain email inbox.
• Handles administration of cloud-based filing system.
• Updates ULI Spain website
• Schedules meetings and records minutes

Data Management

• Pulls member data and event information from the ULI database.
• Updates member contact details in ULI database.
• Captures nonmember/prospective member contact details for inclusion in ULI database.
• Maintains data lists of ULI U.K. 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.

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 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.
• 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.

In addition, the Team Assistant will be responsible for any other activities that might be required from time to time in running the National Council.

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, prioritize tasks, and handle multiple tasks concurrently with responsible and thorough follow-up.
• Experience with financial management and budgeting, including invoicing.
• Experience in marketing and communication.
• Proficiency in analysing and manipulating data.
• Self-motivated, highly organised, and demonstrating attention to both details and deadlines.
• Database experience—understanding of membership database processes, NetForum preferred but not essential
• Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Ability to travel to ULI U.K. events in London and occasionally other locations in the United Kingdom.
• Ability to attend early-morning and evening events required.
• 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.

Additional Preferred Skills:

• Familiarity with web-based tools, such as content management systems or internet-based tools for updating website content an advantage.
• Active interest in real estate, urban development, and/or land use.
• Experience in communications and event organization.

EXPERIENCE:

• Two to three years’ experience in a similar role
• Demonstrated proficiency/skills in Microsoft Office (Word, Excel, Outlook, and PowerPoint).

EDUCATION:

• University degree preferred.

LANGUAGE:

• Profficiency in English required.

APPLICATION INSTRUCTIONS:

To send in your application, please click the link below. Please submit a CV and a cover letter.

https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=76dd43dd-5757-401e-9ef5-65813f73b552&ccId=19000101_000001&jobId=458577&lang=en_US

ULI is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

No relocation reimbursement is offered at this time.