4 Milk Street, Suite 202 Via Ferdinando Bartolommei, 8

Portland, ME 04101 50129 Firenze ITALIA

+1 (phone hidden) +39 (phone hidden)

Title

Administrative Assistant

Position Type

Temporary, tempo parziale, renewable (1/1/2026-15/05/2026)

Location

Florence, Italy

Who we are

CIEE (www.ciee.org) is a global organization, staffed with dedicated problem-solvers adept at collaboration across teams and time-zones. Our international staff operates the largest nonprofit network of study abroad centers at 40+ locations around the world. Since 1947, we have promoted peace by cultivating intercultural understanding and preparing people to thrive in a globally interdependent and culturally diverse world.

CIEE Florence, specifically, has been offering educational programs since 2024.

Responsibilities

As an Administrative Assistant at CIEE, you will play a crucial role in supporting the smooth operation of the administrative functions within the organization. Your primary responsibilities will include:

1.

Provide support in petty cash administration:

▪Petty cash funds, including cash and prepaid cards.

▪Expenditures and maintain accurate records of transactions.

▪Petty cash accounts and prepare monthly reports for review.

2.

Assist Expense Management

▪Recording and tracking expenses using NetSuite online administrative platforms.

▪Verifying and processing invoices, receipts, and reimbursement requests in a timely manner.





▪Collaborating with finance department to ensure compliance with CIEE policies.

3.

Services Coordination

▪Support the Admin Coordinator and other staff with service providers, including cleaning companies, maintenance teams, and security personnel.

▪Schedule and coordinate services as required, ensuring the university's facilities are well-maintained and secure.

▪Address any issues or concerns related to external services promptly and effectively.

Qualifications

•Bachelor's degree in Business Administration, Finance, or a related field preferred.

•Proven experience in administrative roles, preferably in an educational or university setting.

•Strong organizational skills with exceptional attention to detail.

•Excellent command of English and Italian languages.

•Optimistic, collaborative spirit.

•Proficient in using online administrative platforms and basic accounting software.

•Excellent communication and interpersonal skills, with the ability to liaise effectively with internal and external stakeholders

- Demonstrated ability to multitask and prioritize assignments in a fast-paced environment.
- Proficiency in Microsoft Office Suite and basic knowledge of inventory management software is a plus.
- Competitive salary commensurate with experience.
- Professional development opportunities within the organization.

Contattare Alessandra Mutolo, Administrative Coordinator: [email protected]

📌 Administrative Assistant (Firenze)
🏢 CIEE Florence
📍 Firenze