**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**
Working in the office is required.