Administrative Assistant – Executive Support

About the role

We are looking for an organized and proactive Administrative Assistant to support our top executives, including the General Manager and Regional Leadership Team. The role combines executive assistance, event coordination, and office operations to ensure a smooth and productive work environment.

Key responsibilities

• Manage complex calendars, schedule meetings, prepare agendas, and document minutes for senior leaders.
• Coordinate domestic and international travel, handle expense reporting, and follow up on action items.
• Serve as the primary point of contact for internal and external communications, facilitating coordination between regional leaders and their teams.
• Plan and execute regional meetings and corporate events, overseeing logistics, vendor relations, and communications.
• Maintain office cleanliness, safety, and functionality by liaising with maintenance services.
• Ensure compliance with company policies and regulatory requirements, keep accurate records, and support onboarding for new leadership members.
• Identify and implement process improvements to increase administrative efficiency.

Required profile

• Bachelor’s degree in Business Administration, Communication, or a related field preferred, or equivalent experience.
• At least 5 years of experience providing administrative support to senior leaders.
• Bilingual proficiency in English and Spanish with excellent written and verbal communication skills.
• Strong organizational abilities, attention to detail, and discretion handling confidential information.

Required skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

What we offer

• Opportunity to work closely with senior leadership in a dynamic, multinational environment.
• Professional development and continuous improvement initiatives.