This position will provide administrative support the latam regional leaders who are based in different countries (hr, supply chain, skin care cluster, procurement and it) with administrative and analytical tasks, travel arrangements, meetings coordination and managing agendas.
often of a confidential nature.
coordination as well with latin america markets and special projects for latam region
- manage outlook calendars and handle all scheduling matters.
schedule appointments and meetings.
coordinate and update any meeting request changes that occur during the day.
- ensure effective and efficient meeting and event planning.
plan between 6-8 yearly complex offsite meetings and special events in conjunction with the regional teams throughout latin america.
responsible for partnering with procurement for negotiating contracts with vendors, liaising with creative teams, and accountable for maintaining and staying within budget.
- minute and summary meetings.
- provide the needed administrative support, which may include, but not limited to preparing agendas and issue meeting minutes when required.
gather and organize meeting materials in advance.
reserve conference rooms and work with office services for room-setups, audio-visual needs, security, transporting of materials, catering, etc.
- organize and coordinate complex international and domestic travel arrangements and detailed itineraries for regional leaders.
- prepare and organize itineraries for incoming visitors.
provide temporary administrative support when needed to visiting executives.
receive external visitors and ensure they are properly escorted at all times.
- process monthly expense reports for both the latam regional leaders.
manage incoming bills and statements related to expense report processing.
manage any bills and invoices related to departmental procurement, it and hr.
- order office supplies and handle other office related procurement activities as needed.
- support organizational announcements, special days gifts and translations when needed.
- assist with projects as needed.
these include reports, spreadsheets, presentations, etc.
handle independent projects and other duties as assigned.
- prepare and manage any correspondence, reports, presentations as needed.
organize and maintain filing system.
*qualifications*
- position requires a minimum of 3 years with executive administrative experience
- english and spanish language required, portuguese desired.
- english a must for interaction with international regions/retailers.
- must have advanced powerpoint, outlook and excel skills
- must be highly organized and detail-oriented, while also being able to grasp the "big picture".
- ability to manage interruptions and distractions while multi-task in effectively.
- display professionalism, diplomacy and discretion especially when handling matters of a confidential nature.
- exhibit excellent communication, writing, and organizational skills; ability to remain calm under pressure; proactive planning skills a must.
- must have a strong work ethic with a high level of integrity
- ability to travel locally and/or internationally once an year (as needed)
*job*: administrative
*primary location*: latin america-mx-cmx
- *job type*: standard
*schedule*: full-time
*job number*: 240923
we welcome people with all types of disabilities.