*overall responsibilities*:the administrative assistant is responsible for providing comprehensive administrative support to the regional vice president and lac team members.
*general administrative duties*:
- assist in generating and distributing receipts and invoices to event attendees.
- schedule conference calls and meeting rooms, ensuring efficient coordination.
- prepare materials for meetings and events, organizing all necessary items.
- follow up with vendors to ensure timely and satisfactory service delivery.
- assist the vp, the lac team and committee members in making travel arrangements, including accommodations and flight bookings.
- coordinate all facilities and refurbishments to ensure an optimal office environment.
- negotiate purchases of office supplies, furniture, and equipment, within iaapa’s policies and budget.
- maintain an inventory of office equipment, ensuring functionality and availability.
- monitor utilities consumption and implement cost-minimizing measures.
- keep vendor information updated and assist in managing vendor relationships.
- handle mail, ensuring organized and efficient distribution.
- prepare packages for shipment in coordination with carriers, ensuring accurate and timely deliveries.
- portray a professional image and provide excellent customer service to iaapa guests and employees.
- participate in special projects to contribute to team objectives.
- perform other duties as needed to support the team's overall functions.
- manage the latin america inbox, ensuring effective communication and directing queries to the appropriate team member.
- support telemarketing efforts for iaapa’s products and services.
- assist in coordinating logistics for in-person events, ensuring seamless operations.
*qualifications*:
- proven experience in administrative support and customer service.
- strong written and verbal communication skills in english and spanish. Portuguese is a plus.
- proficiency in microsoft office software, including sharepoint, outlook, teams
- detail-oriented with exceptional organizational skills.
- ability to handle multiple tasks efficiently and meet deadlines.
- customer-focused attitude with a professional demeanor.
- strong problem-solving skills and ability to work independently.
- flexibility to assist in various tasks as needed.
- availability to travel 10% national and international.
*notes*
this position is in person from our latam office in mexico city, mexico.