Job Description

Facility Assistant
CIEE Study Abroad London Ltd

Report to: Facility Manager

Location: CIEE London, 46-47 Russell Square, London

CIEE is a nonprofit, non-governmental organization and the world leader in international education and exchange. For over 70 years CIEE has helped thousands of people gain the knowledge and skills necessary to live and work in a globally interdependent and culturally diverse world by offering the most comprehensive, relevant, and valuable exchange programs available.

Serving over 300 U.S. College and University consortium members, CIEE operates fifty study centers in over forty countries that support study abroad programs for over 10,000 students annually. In addition, as the largest sponsor for U.S. Department of State J-1 Visa programs, CIEE helps nearly 25,000 international students participate in U.S. based exchange programs annually.

CIEE programs and services span study abroad, teach abroad, international faculty development seminars, and inbound exchange study, work, and internship programs for today's high school and university students, professionals, and educators.

We strive to lead a robust community of international program providers and sponsors through innovation, exemplary service and exceptional efficiency. Our success depends on having the very best professionals. CIEE is committed to recruiting and retaining the best people in the industry, particularly those who are passionate about international education, are self-starters with high levels of energy and autonomy, and are dedicated to exceed expectations in every challenge.

CIEE London is situated on the south side of Russell Square in Bloomsbury. Up to 1000 students study with us all year round. You would join a team of 17 full-time staff.

As a global organization, CIEE strives to be a diverse employer and to offer all its employees a welcoming work environment. We particularly encourage applications from people who identify as Black, Asian or from a Minority Ethnic background.

Summary of position:

This role combines hands-on facilities assistance (including manual handling tasks such as lifting and moving furniture), IT support, administrative tasks, and front-of-house reception duties to ensure smooth operations and an excellent experience for staff, students, faculty, and visitors.

(Note: The role involves some physical work; applicants should be comfortable with lifting and moving of furniture and equipment)

Working Hours: 8:30 - 16:30 (Monday to Friday, with occasional weekend work required)
Schedule Overview

8:30 - 10.30 Reception cover (including lunchtimes cover) 10.30 - 16:30 Focus on additional duties listed below
Occasional weekend shifts, to provide service for weekend room bookings and events (time off in lieu will be given for any weekend hours worked)

Key Responsibilities

Facilities and Room Management

Assist with ad-hoc room bookings Liaise with CIEE London staff and External Clients to ensure correct room layouts, appropriate number of chairs, furniture setup requirements, and IT provisions Assist with setup for events, including arrangements for coffee and refreshments Help conduct marketing tours for external bookings
IT Support

Assist with maintaining classroom IT: ensure computers are updated, cables are correct, and all equipment functions properly Provide IT support to room users, CIEE faculty, staff, and external users Offer IT assistance to staff, including setting up laptops for new employees and supporting JIRA usage Ensure consumables are ordered and stocked; troubleshoot printing issues for staff
Administrative and Operational Duties

Maintain the internal phone directory Assist with stationery orders Assist with catering for CIEE events and visitors Ensure the staff kitchen and cafe are kept clean, organised and welcoming
Customer Service

Deliver a warm welcome to all visitors Provide a high standard of customer service at all times
Receptionist Duties (when covering reception)

Meet and greet visitors Open the building each morning (e.g., raise blinds, prepare the space) Provide a warm and professional welcome to visitors Offer administrative support to the team (e.g., packing welcome bags for students) Assist with incoming and outgoing post Maintain a clean and tidy reception area
Good interpersonal awareness; team working; financial acumen; excellent oral and written communication skills; well organised and with attention to detail; able to handle a diverse workload; strong customer service skills; Confident and professional communicator; use of initiative and a proactive approach to problem solving.

A good knowledge of Ms Office Packages is expected.

You should have a university degree or commensurate professional experience.

This role is offered on a permanent contract, subject to satisfactory completion of a probationary period.

Please submit a CV and covering letter to ladmin@ciee.org. There is a rolling deadline and will remain open until the post is filled.

Candidates must be able to work in the UK. We cannot provide visa sponsorship

Job Types: Full-time, Permanent

Pay: 25,000.00 per year

Benefits:

Company events Company pension
Experience:

Customer service: 1 year (required)
Work Location: In person