Executive Assistant to CTIO and SOAR Directors

About the role

The Executive Assistant to the CTIO and SOAR Directors provides high‑level administrative, financial, and logistical support for both offices at NSF NOIRLab in La Serena, Chile. The role ensures smooth day‑to‑day operations, supports science activities, and acts as a central point of contact for a wide range of inquiries.

Key responsibilities

• Serve as primary liaison for visiting scientists and astronomers, coordinating travel, accommodations, documentation, and related logistics.
• Manage telescope usage statistics, observing proposals, and maintain comprehensive science‑operations records.
• Provide direct executive support: calendar management, meeting coordination, videoconferences, travel arrangements, expense reporting, and preparation of presentations, minutes, and reports.
• Oversee budget planning, expense monitoring, account reconciliations, invoice review, and preparation of financial reports.
• Handle office administration: procurement of supplies, equipment management, file organization, office‑space allocation, vehicle‑fleet support, and accommodation coordination for visitors.
• Respond to administrative, billing, personnel, and student inquiries, resolving issues within the scope of the position.

Required profile

• Proven experience in executive or senior‑level administrative support.
• Strong organizational and multitasking abilities to manage calendars, travel, and complex logistics.
• Experience with budget administration, financial control, and basic accounting tasks.
• Excellent communication skills for interacting with scientists, staff, and external partners.
• Ability to maintain accurate records, prepare detailed reports, and handle confidential information.

Required skills