This position requires a top-tier administrative professional to support high-level executives, including the general manager and directors.
responsibilities include managing complex schedules, communications, travel, expenses, and events.
the ideal candidate will possess strong interpersonal skills, discretion, bilingual proficiency (english/spanish), and a proactive problem-solving approachexecutive support
handle calendars, schedule meetings, and coordinate appointments
prepare meeting agendas, take detailed minutes, and follow up on action items.
act as the point of contact between the leadership team and internal/external stakeholders.travel and expense management
coordinate and handle sophisticated travel arrangements, including flight bookings, accommodations, and transportation logistics for the leadership team.
ensure timely and accurate expense report preparation and submission, verifying compliance with corporate policies.communication and coordination
draft, edit, and distribute correspondence, reports, and presentations in english and spanish.
facilitate communication between regional leaders and their teams across various countries.
assist in the preparation and dissemination of materials for leadership reviews and strategic meetings.event planning and coordination
organize and manage logistics for regional meetings, conferences, and corporate events.
be responsible for all event details, including venue selection, catering, audiovisual needs, and participant communication.
collaborate with cross-functional teams to ensure alignment and successful execution of events.policy compliance and administrative processes
ensure all activities and processes adhere to company policies and regulatory requirements.
maintain records, files, and databases, ensuring data integrity and easy access.
support onboarding processes for new leadership team members and assist with team-building activities.continuous improvement
proactively find opportunities to streamline administrative processes and improve efficiency.
stay informed of company policies and procedures to ensure compliance in all activities.key skills, abilities, and experience requiredbachelor's degree in business administration, communication, or a related field preferred or equivalent working experience.
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+5 years of experience in administrative support roles, preferably supporting senior leaders.
bilingual proficiency in english and spanish, with excellent verbal and written communication skills.
advanced proficiency in microsoft office (word, excel, powerpoint, outlook).
strong organizational and time management skills, with attention to detail and ability to prioritize tasks.
proficiency in handling travel arrangements, expense reporting, and event coordination.
excellent interpersonal skills and discretion in handling confidential information.