Administrative Assistant

Skills and Competencies

• More than 5 years of experience supporting C-level executives, Managing Directors, Country Heads, or senior leadership teams in multinational organizations. Experience supporting regional executives across multiple countries is highly desirable

• Demonstrated experience managing complex calendars, scheduling priorities, domestic and international travel arrangements, itineraries, and executive meeting logistics

• Experience supporting executives, including managing expenses, travel budgets, confidential correspondence, and day-to-day administrative priorities

• Strong executive communication skills, including drafting correspondence, preparing briefing materials, meeting agendas, executive summaries and presentation content for senior stakeholders

• Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment. Advanced proficiency in Microsoft 365 applications, particularly Outlook, PowerPoint, Excel, Word, and Teams, with the ability to prepare executive presentations and reporting materials. 

• Understanding of budget coordination, expense tracking, and financial administration processes with strong attention to accuracy and detail

• Excellent interpersonal and communication skills with the ability to build trusted relationships and work collaboratively with executives, stakeholders, and cross-functional teams. Ability to coordinate activities across multiple countries, cultures, and business units, ensuring alignment among local and regional stakeholders

• Demonstrated ability to handle confidential information with professionalism, discretion, ownership, and a proactive, service-oriented approach

• Demonstrated ability to leverage Microsoft Copilot, AI-powered productivity tools, and digital collaboration platforms to improve executive effectiveness, meeting preparation, information synthesis, and workflow automation.

Education

• Bachelor's degree in Business Administration, Office Management, Communications or a related field; equivalent professional experience will be considered.

Responsibilities

The Administrative Coordinator provides reliable and professional administrative support to the Buenos Aires office, contributing to the smooth day-to-day operation of local teams and ensuring a well-organised, efficient and welcoming work environment.

• Provide day-to-day administrative support to designated teams and leaders, including calendar management, meeting coordination, correspondence, document preparation and filing
• Coordinate logistics for internal and external meetings, including scheduling, room bookings, technology setup, materials and refreshments
• Support onboarding and offboarding activities for new and departing employees, including workspace preparation, access coordination and documentation follow-up
• Assist with travel and expense coordination for designated staff, ensuring accuracy, timeliness and compliance with company policy
• Manage office supplies, stationery and pantry inventories, placing orders as needed to maintain appropriate service levels
• Process purchase requisitions, invoices and accounts payable documentation accurately and in a timely manner, using the correct approvals and supporting records
• Maintain accurate administrative records, files and databases in accordance with internal requirements and data privacy standards
• Support the Office Manager and broader administrative team with ad hoc projects, office initiatives and regional coordination activities as required
• Manage and coordinate corporate schedules and calendars of C-level managers, providing continuous monitoring and assistance.