Administrative Assistant

We’re looking for an organized and adaptable Administrative Assistant. You will work closely with various departments to manage priorities, ensure smooth operations, and support accurate and timely delivery of administrative and business processes.

Administrative Assistant

The Business & Employment Centre on behalf of its client, is seeking a highly organized and adaptable Administrative Assistant to provide day-to-day administrative and business. In this role, you will collaborate closely with the Resource Planning and Administration Officers of the Regions Department, as well as the Country Offices of various regions, to effectively manage multiple priorities in a dynamic environment. The successful candidate will play a key role in ensuring smooth operations, accurate execution of processes, and timely delivery of services.

Responsibilities

• Work in coordination with other members of the Business Support team of the department.
• Coordinate general office administration matters, ensure proper planning, prioritization of support activities and resources for the assigned business area.
• Review the administrative budget of the division with the Resource Planning and Administration Officers of the Regions department.
• Support Onboarding of new employees in multiple regions.
• Support in the hiring process of external consultants and payment processing upon approval of deliverables.
• Examine all Travel Authorizations and Statements of Expenses for the team to ensure adherence to business travel procedures and appropriate allocation of resources.
• Manage and process travel arrangements for the Managing Directors.
• Support in all other financial transactions such as reimbursements, petty cash, and p-card payments in coordination with the country’s offices.
• Organize and coordinate local events and meetings requested.
• Manage a calendar of appointments, following up on correspondence/phone calls and on incoming issues and concerns addressed to the Managing Directors, including those of a sensitive or confidential nature.
• Assist in the organization of business meetings at which the Managing Directors participating.
• Maintain office supplies inventory anticipating future needs, placing, and expediting orders for supplies.
• Support in the mission’s logistics to employees of the Regions Department.
• Support on other administrative matters requested by the front office of the Regional Department.

Qualifications & Experience

• Associate degree or a Technical Diploma from an accredited University in Business Administration, Accounting, or related fields.
• A minimum of 2 years of experience in business support, including managing agendas, travel, events, and administrative processes, is required. Experience in a multinational and multicultural environment is preferred.
• Oral and written proficiency in English is required. Knowledge of Spanish is a plus.

Competencies:

• Ability to manage multiple tasks is necessary.
• Proficiency in the use of Microsoft Office (Word, Excel, PowerPoint, Outlook) and the ability to rapidly become proficient in new software applications and systems.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent diligence.
• Strong people skills and the ability to build relationships with stakeholders, including senior management, staff, board members, and external partners.
• Expert level written and verbal communication skills.
• Demonstrated initiative-taking approaches to problem-solving with strong decision-making capability. Highly resourceful collaborator, with the ability to also be extremely effective independently.
• Demonstrated capability to manage confidential information discreetly, adapt to various demands, and provide high-quality customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a demanding environment. Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Demonstrated capacity to coordinate and provide virtual and just-in-time support under demanding situations