Administrative Assistant / Executive Assistant to the CEO

Job Overview

We are seeking Administrative Assistant / Executive Assistant to support CEO and executive team. We are looking for a highly organized, proactive, and service-oriented professional who can anticipate senior leadership's needs, handle confidential information with discretion, and operate effectively in a dynamic, international corporate environment.

Position Purpose:
Provide administrative, secretarial, and organizational support to the President & CEO LATAM, and the Executive Team, ensuring the efficient management of calendars, communications, travel arrangements, documentation, and business activities. The role also provides administrative backup to support the operational needs of the regional office.

Key Responsibilities

• Manage executive calendars, schedule meetings, and coordinate internal and external appointments.
• Provide administrative and executive support to the President, CEO LATAM, and the Executive Team.
• Manage correspondence and incoming and outgoing calls, directing inquiries to the appropriate contacts and providing information as needed.
• Prepare translations, summaries, reports, and executive documentation.
• Coordinate travel arrangements, itineraries, bookings, and related logistics.
• Manage expenses, invoices, and administrative documentation related to travel and office operations.
• Coordinate the collection of regional signatures in collaboration with the Legal Department.
• Arrange for document certification and notarization when required.
• Organize and maintain physical and digital files, including printing, copying, and filing documentation.
• Manage the receipt, distribution, and tracking of packages and correspondence, ensuring proper delivery.
• Coordinate urgent shipments and international document deliveries through courier services such as DHL and UPS.
• Maintain inventory of envelopes, shipping materials, and office supplies.
• Place supply orders, verify vendor invoices, and monitor inventory levels to ensure timely replenishment.
• Prepare and maintain updated telephone and contact lists.
• Coordinate with Facilities on maintenance activities, follow up on service requests, and address office-related needs.
• Support the organization of international meetings and activities, as well as sponsorship initiatives.
• Welcome visitors and vendors while ensuring compliance with established security protocols.
• Coordinate access badges for visitors and new employees in collaboration with Human Resources.
• Provide general office support and perform additional administrative duties as requested by the Regional CEO.

Required qualifications

• Educational background in Executive Assistance, Executive Secretarial Studies, or a related field.
• At least 5 years of experience in a similar role within a multinational organization or a comparable corporate environment.
• Proven experience providing administrative support to senior executives and leadership teams.
• Fluency in English and Spanish, both written and spoken.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Key Competencies

• Excellent organizational, planning, and prioritization skills.
• Strong results orientation, efficiency, and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and manage multiple priorities simultaneously.
• Flexibility, proactivity, and a high degree of autonomy.
• Strong customer service orientation and a professional approach to stakeholder relations.
• Experience coordinating projects and interacting with executive-level stakeholders.

Interested candidates are invited to send their CV to [email protected].

Pay: Up to $50,000.00 per year

Work Location: In person