15 ene
Ware Malcomb
Xico
The role of this regional office assistant is to provide support to Mexico City and Sao Paulo offices.
Responsibilities include supporting the principal and regional director in day-to-day activities such as scheduling meetings, presentations, interviews, breakfast, luncheons, and dinners.
The administrative assistant will assist with client and visitor interface, scheduling employment interviews, and overall office policy and protocols.
The candidate will be in the Mexico City office and support Sao Paulo remotely.
Administrative Assistant Responsibilities:Answer the main line phoneHelp with opening pursuits/new projects and assist with billing/invoiceAssist with expenses for PrincipalAssist in maintaining office appearanceMaintain conference room calendar and assist with booking conference rooms and equipment for meetingsResponsible for organizing lunch meetings, including set-up and clean-upResponsible for general office organization and tidiness, including pantry, conference, and library areaSort, distribute, and prepare daily in/outgoing mail and FedExPerform light clerical duties such as data entry (entering/scanning contacts), typing, and filingResponsible for ensuring that office supplies are well stocked and places orders as neededAssist and coordinate new hires (offer letters, HR, equipment setup, and prepping workstation)Acts as a liaison for the office with Property Manager, Reprographics Company, Utility company, and cleaning serviceResponsible for organizing office events (internal & external)Learn office systems such as Vision, Deltek, and future CRMProvide support to the Project Accounting team with miscellaneous tasksAdministrative Assistant Qualifications:Excellent verbal and written communication skills in English and Spanish are essential,
Portuguese preferredAbility to work under pressure and maintain composureAbility to handle multiple tasks at one timeAbility to interface courteously and efficiently with staff/visitorsStrong computer skills, including Microsoft Office programs and Internet skills Please submit resumes in English.
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