Administrative Assistant

Description

Job Summary: Administrative, operational, and coordination support in Spanish and English, ensuring organization, follow-up, and effective communication. Key Highlights: 1. Scheduling coordination, travel arrangements, and documentation in Spanish and English. 2. Proactive role in a dynamic environment with a strong sense of urgency. 3. Comprehensive support across various administrative and operational areas. **Job Objective:** Support Management and the office in administrative, operational, and coordination activities, ensuring organization, timely follow-up, and effective communication in Spanish and English. **Key Responsibilities:** * Coordinate the internal office schedule and the Director’s calendar. * Schedule meetings, calls, appointments, and reminders. * Assist with flight bookings, reservations, itineraries, and travel logistics. * Follow up on emails, meeting minutes, documents, and requests in Spanish and English. * Support invoicing, receipts, payments, collections, and administrative follow-up. * Update calendars, trackers, reports, and pending task lists. * Organize files, contracts, quotations, invoices, and project-related documentation. * Coordinate information flow among Management, Administration, Operations, Procurement, Design, and suppliers. * Provide direct assistance as needed, with availability and a strong sense of urgency. **Required Profile:** * Bachelor’s degree or technical diploma in Administration, Business, Communications, International Relations, Architecture, Interior Design, or related field. * Minimum 1 year of experience in executive assistance, administration, coordination, or operations. * Proficiency in English (spoken and written) is mandatory. * Experience in scheduling coordination, travel planning, flight bookings, and itinerary management. * Basic administrative knowledge: invoicing, payments, collections, receipts, and document tracking. * Proficiency in Excel / Google Sheets, Google Drive, Gmail, Calendar, and organizational tools. * Strong written communication skills in both Spanish and English. * Calendar availability for direct assistance or urgent follow-up as required. * Personal vehicle preferred. **Key Competencies:** * Sense of urgency. * Organization and attention to detail. * Clear communication in Spanish and English. * Timely follow-up. * Discretion and professional handling of confidential information. * Proactivity and accountability. * Ability to prioritize tasks. * Flexibility and availability. **Work Modality:** On-site **Location:** San Pedro Garza García, N.L. **Experience:** Minimum 1 year **English:** Mandatory **Send CV to:** rh(@)filipaonunes.com and sandra(@)filipaonunes.com Salary: Starting from $1\.00 per month Workplace: On-site employment