Administrative Assistant (Temporary)

The Business and Employment Centre is recruiting on behalf of a prestigious international organization that drives sustainable growth and improves lives across Latin America and the Caribbean through innovative financial and technical solutions.

We are seeking a proactive Administrative Assistant to support their regional team with coordination, communication, and efficient administrative operations.

Key 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