Sr Administrative Coordinator

hace 3 semanas

San Francisco, Heredia, Costa Rica Moody's A tiempo completo

At Moody's, we bring together top talents to transform current challenges into future prospects. We aim to foster an inclusive atmosphere where everyone can freely express themselves, share innovative ideas, engage in productive conversations with colleagues, and listen attentively to customers.

If you are enthusiastic about this opportunity but do not meet all requirements, please proceed with your application. You might still be a perfect match for this position or other available roles. We are looking for candidates who embody our core principles: nurturing every connection, leading with curiosity, embracing diverse viewpoints, translating ideas into actions, and upholding integrity and trust.

Role/Responsibilities

As the Senior Administrative Coordinator, you will play a key role in providing high-level support to the CAO office, which includes the Chief of Staff, VP of Strategic Planning, and the Global Capability Center Heads. This position involves comprehensive administrative duties with a strong emphasis on managing schedules, coordinating travel arrangements, and handling various administrative tasks.

  • Take a proactive approach in assisting and collaborating with executive leaders.
  • Coordinate meeting requests for the team, such as scheduling appointments and interviews, booking conference rooms, arranging security passes for visitors, preparing refreshments and materials, and more.
  • Create schedules for meetings between executive leadership and external parties (vendors, contractors, partners, etc.)
  • Manage the calendars for the Chief of Staff and VP of Strategic Planning efficiently to support the CAO office.
  • Provide support to the management team during absences or vacations, ensuring smooth operations by offering administrative backup for support staff, technology needs, and office-related matters.
  • Organize all travel arrangements for team members, including flights, rail services, car rentals, hotel bookings, and conference registrations. Adhere to deadlines, choose the most effective travel options, and accurately process Travel and Expenses in compliance with company policies.
  • Offer integral support for department-wide activities, including facilitating the onboarding process for new employees, participating in group event planning, and contributing to company-wide initiatives as assigned.
  • Distribute onboarding materials and educate new team members on corporate policies, including Travel and Expense guidelines. Ensure that policy updates are effectively communicated and understood by all employees.
  • Coordinate and plan department-wide events like meetings, off-site gatherings, outings, and receptions while adhering to budget constraints. Handle bookings for venues, audiovisual equipment, digital resources, refreshments/lunches, etc.
  • Regularly review departmental administrative processes, implement efficiency enhancements consistently, and introduce new processes when needed. Establish clear service standards and identify skill sets within the administrative team.
  • Take detailed notes during meetings, summarize action items concisely, and prepare for wide dissemination.

Qualifications

  • 6+ years of relevant experience in a corporate setting
  • Proficiency in tools like Teams, Miro, Trello, Zoom, and others
  • Outstanding verbal and written communication skills. Ability to articulate thoughts clearly and concisely, convey complex information in an organized manner, and compose documents that require minimal editing.
  • Proactive executor with exceptional organizational skills, sound judgment, efficient time management, and keen attention to detail.
  • Strong emotional intelligence and common sense. Able to handle sensitive information discreetly.
  • Capability to prioritize tasks, tackle problems, work autonomously, and collaborate effectively with teams.
  • Openness to learning about AI and using it in daily operations (GEN AI)
  • Proficiency in Outlook for managing appointments, emails, and campaigns; in Word for creating and editing documents; in Excel for advanced functions and data analysis; and in PowerPoint for designing and enhancing presentations.

Moody's is committed to diversity and inclusion. We are an equal opportunity employer, and all qualified candidates will be considered for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, sexual orientation, gender identity, or any other legally protected characteristic.

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