Administrative Assistant

hace 4 horas

San José, Costa Rica Bacardi A tiempo completo

YOUR OPPORTUNITYTo support the Global BES Vice President and BES leadership team to ensure an effective global operational environment. Administrative support will involve coordination with key business stakeholders to guarantee adequate exchange of communication; planning, logistics and administration of critical strategic vendors accounts; facilities and site services coordination for the Costa Rica site. As BES becomes a truly global servicing organization, the alignment between operations centres is very critical to ensure cultural alignment and consistent ways of working. You will have the opportunity to interact with leaders from different geographical and cultural backgrounds and to lead global initiatives that will help enable our global transformation efforts.ABOUT YOUYou would have prior experience managing similar administrative assistant positions, ideally in a Shared Services environment.- You are passionate about processes optimization, are very detail oriented and have a strong bias for driving timely and effective projects.**Responsibilities**:

- RESPONSIBILITIES - WITH OUR CONSUMER AT THE HEART YOUR KEY FOCUS WILL BE- The administrative assistant will provide general support to the business by:
- Schedule and maintain a calendar of appointments for the Vice President; provide calendar/meeting support to extended global leadership team
- Coordinate travel and meeting arrangements; set up conference rooms for meetings
- Manage expense reports and purchase orders (PO’s)
- Assist with presentations, reports, budgets, and memos as needed
- Lead project initiatives related to improving processes and performance in assigned areas of responsibility.
- Manage facilities and equipment for respective department.
- Troubleshoot and problem solve for staff in various aspects
- Manage payment calendar for insurance process and other documents that include operating permits and legal.
- Answer and resolve relevant questions and problems relating to office operations and established policies and procedures.
- Provide general office orientation for new staff, i.e. office location, supplies, extension list, etc.
- Manage internal/external relationships and support services with respect to visitors and general telephone inquiries.
- Order and maintain office supplies stock for the site.
- Serve as recording secretary to compile and distribute meeting agendas and minutes. Compose, type, and prepare routine correspondence and memoranda from specific instructions.
- Assist with general inquiries, as needed

**T&E (15%)**
- Calendar management for VP & Directors
- Reserve and book travel arrangements for the Senior leadership team
- Assists concur expense reports for the senior leadership team
- Tracking down receipts for hotel stays, restaurants, airfare and help tax to get the Electronic Bill
- Track and provide monthly updates to the individuals and brand leads on T&E consumption to include one force budgets

**Purchase Orders (15%)**
- Place orders for POs needs to support events organized by BES at its different locations.
- Place quarterly orders based on POS budget allotment and upcoming programming
- Monitor inventory of items to ensure that levels are appropriate to support BES events
- Manage vendor contracts and relationship to ensure adequate support and adherence to agreed terms

**Events & Meetings (15%)**
- Book meeting rooms for meetings hosted by VP, and Directors
- Catering for the various meetings - internally or externally held meetings
- Assist with coordinating Summits and team meetings

**MDG (5%)**
- Create vendor in MDG system
- Acquire the necessary documentation from vendor: W9, bank letter, bank details
- Follow up on vendor creation with the MDG team in Costa Rica
- Extend vendors when necessary to company code 5280

**Payment Process (10%)**
- Payment process execution for Costa Rica
- Follow up with departments (PTP, RTR) to get payments on time
- Assist vendors with enquires about their payments
- Effective communication between areas involved
- Problems resolution regarding payments

**Senior LT Assistant (15%)**
- Calendar management for VP & Site leads (Americas, Europe, Asia)
- Reserve and book travel arrangements for VP & Site Leads if required
- Support with daily requests and provide good results for every process in need
- Maintain an effective communication between Executives Assistant to resolve different task
- Logistics and Events Managements if require

**Facilities and Site Services (25%)**

Skills and Experience
- THE SKILLS AND EXPERIENCE NEEDED TO CREATE YOUR LEGACY- High School diploma, associate degree preferred
- Advanced English level (At least 85% written and spoken)
- 3+ years of experience in an administrative assistant capacity
- Excellent oral and written communication skills, and the ability to deal with confidential issues, if applicable
- Ability to multi-task in a fast-paced environment, and to work with limited supervision
- Excellent organizationa

  • Administrative Assistant

    hace 1 día

    San José, Costa Rica World Network Systems A tiempo completo

    **Administrative Assistant**The first 30 days will be in the Office and then Work From Home afterwards.- Manage the helpdesk - Make sure tickets are complete, up to date.Assist with finding resources to handle task- Order Tech Supplies- Coordinate Onsite Visits with Clients- Answer Calls and Direct calls- Plan Meetings, Take detailed notes- Equipment -...

  • Administrative Assistant

    hace 1 día

    San José, Costa Rica Infotree Global Solutions A tiempo completo

    Schedule: M-F (8:00am - 5:00pm)- Job Description:_- Data download and consolidation in Excel.- Reporting.- Responsible, accountable and organized skills.- Requirements:_- Technical degree in Accounting or Administrative Assistant- Previous experience with SAP or Power BI is a plus- Intermediate English- Intermediate / Advanced MS ExcelTipo de puesto: Tiempo...

  • Administrative Assistant

    hace 4 horas

    San José, Costa Rica Selina A tiempo completo

    **Who we are** Our Mission is to inspire authentic and meaningful connections. Selina was born out of a desire to celebrate the nomadic lifestyle: to experience our planet’s most beautiful places, to build community, to engage with locals and fellow travelers, to work and enjoy new adventures. **What the role is** The Administrative Assistant works in...

  • Administrative Assistant with Microsoft Suite Expertise

    hace 2 días

    San José, San José, Costa Rica Grupo Syntepro A tiempo completo

    OverviewGrupo Syntepro seeks an exceptional Administrative Assistant to join our team. As a key member, you will play a crucial role in supporting the daily operations of our organization.Job DescriptionAs an Administrative Assistant, your primary responsibilities will include providing administrative support to our team, handling various tasks and projects,...

  • Police And Corrections Administrative Assistant

    hace 1 día

    San José, Costa Rica Atsg Corporation A tiempo completo

    **Police and Corrections Administrative Assistant - Administrative & Support II (CARSI - Costa Rica)**San Jose, Costa Rica**Requires: RSO**(Clearance FAQs available here)ATSG Corporation prides itself on our dedication to providing expert assistance to our government partners—without any surprises.We work hard to honor our commitment to our clients while...

  • Administrative Assistant

    hace 2 días

    San José, Costa Rica Boston Consulting Group A tiempo completo

    **WHAT YOU'LL DO**: We are looking for a driven Administrative Assistant who can work with limited direction to provide administrative support and act as a thought partner to Principals in their work with clients and internal functions. Although you will need to be a master of tasks, we need thinkers and expect you to go beyond transactional support. The...

  • Administrative Assistant

    hace 2 días

    San José, Costa Rica Amentum A tiempo completo

    Supporting the Most Exciting and Meaningful Missions in the WorldAdministrative AssistantMacfadden, part of PAE, provides support to USAID's Bureau for Humanitarian Assistance (BHA).BHA leads and coordinates the U.S. Government's humanitarian assistance efforts overseas in response to natural disasters and protracted crises.The bureau also supports early...

  • Administrative Assistant

    hace 1 día

    San José, Costa Rica Boston Consulting Group A tiempo completo

    **WHAT YOU'LL DO**:We are looking for a driven Administrative Assistant who can work with limited direction to provide administrative support and act as a thought partner to Principals in their work with clients and internal functions.Although you will need to be a master of tasks, we need thinkers and expect you to go beyond transactional support.The role...

  • Administrative Assistant

    hace 4 horas

    San José, Costa Rica Boston Consulting Group A tiempo completo

    **WHAT YOU'LL DO**: We are looking for a driven Administrative Assistant who can work with limited direction to provide administrative support and act as a thought partner to Principals in their work with clients and internal functions. Although you will need to be a master of tasks, we need thinkers and expect you to go beyond transactional support. The...

  • Administrative Assistant

    hace 7 horas

    San José, Costa Rica Boston Consulting Group A tiempo completo

    **WHAT YOU'LL DO**:We are looking for a driven Administrative Assistant who can work with limited direction to provide administrative support and act as a thought partner to Principals in their work with clients and internal functions.Although you will need to be a master of tasks, we need thinkers and expect you to go beyond transactional support.The role...

  • Administrative Assistant A2

    hace 7 días

    San José, Costa Rica Oracle A tiempo completo

    Administrative Assistant A2-220008LI **Applicants are required to read, write, and speak the following languages***: English, Spanish **Preferred Qualifications** Brinda apoyo administrativo dentro de una variedad de departamentos. Admite un SVP o inferior. Realizar tareas administrativas para relevar al personal de la división y/o a los miembros del...

  • Administrative Assistant

    hace 6 días

    San José, Costa Rica Moody's Investors Service A tiempo completo

    The purpose of the job is to provide administrative and secretarial support to members of the organization and provide backup to facilities related tasks, as needed. **General Administrative Support** Provide general administrative assistance to include phone coverage, copying, faxing, filing, spreadsheet work and presentation preparation. Acquire and...

  • Administrative Assistant

    hace 1 día

    San José, Costa Rica Moody'S A tiempo completo

    The purpose of the job is to provide administrative and secretarial support to members of the organization and provide backup to facilities related tasks, as needed.**General Administrative Support**Provide general administrative assistance to include phone coverage, copying, faxing, filing, spreadsheet work and presentation preparation.Acquire and maintain...

  • Personal Assistant

    hace 1 día

    San Vicente, Costa Rica Jouyll A tiempo completo

    San Vicente de Moravia Costa Rica We are looking for a Personal Assistant to provide administrative support to our team. For this role, a strong Internet connection is required, along with experience using communication tools. Ultimately, you should be able to handle administrative projects and deliver high-quality work under minimum...

  • Personal Assistant

    hace 1 día

    San Pedro, Costa Rica Jouyll A tiempo completo

    **Pedro Juan Caballero**: **Paraguay**: We are looking for a Personal Assistant to provide administrative support to our team. For this role, a strong Internet connection is required, along with experience using communication tools. Ultimately, you should be able to handle administrative projects and deliver high-quality work under minimum...

  • Administrative Assistant for Police and Corrections Program

    hace 2 días

    San José, San José, Costa Rica Atsg Corporation A tiempo completo

    The ATSG Corporation prides itself on providing expert assistance to government partners.We take excellent care of our team, enabling them to focus on their missions and deliver high-quality output.Our organization has extensive experience in various areas, including Mobility, Enterprise Architecture, Data Processing, Law Enforcement Mission Support, and...

  • Delivery Administrative Assistant

    hace 1 día

    San José, Costa Rica Encora A tiempo completo

    En Encora nos encontramos en búsqueda de un/una Delivery Administrative Assistant con enfoque en Staffing/ Recolocación de Bench interno en Costa Rica, Colombia o Perú**Perfil**:- Administrador, psicólogo o relacionados a HR.- Inglés: intermedio a avanzado (conversacional)- Experiência en ShareServices- +2 años de experiência profesional en...

  • Bilingual Administrative Assistant for Medical

    hace 1 semana

    San José, Costa Rica ProcesosBilingues A tiempo completo

    We are looking to hire a female bilingual Personal Virtual Assistant for Health Clinic **Job Description**: - Assist CEO with daily agenda and administrative tasks - Scheduling appointments and communication with patients to gather paperwork, Follow up on any upcoming procedures, appointments, court appearances **Requirements**: - Bilingual B2+ or C1 -...

  • Administrative Assistant/ Receptionist

    hace 2 días

    San José, Costa Rica Lonza A tiempo completo

    Costa Rica, San JoseToday, Lonza is a global leader in life sciences operating across three continents.While we work in science, there's no magic formula to how we do it.Our greatest scientific solution is talented people working together, devising ideas that help businesses to help people.In exchange, we let our people own their careers.Their ideas, big and...

  • Administrative Assistant

    hace 1 día

    San José, Costa Rica Bill Gosling Outsourcing A tiempo completo

    Bill Gosling Outsourcing is committed to the career development of our people.If you are interested in joining a company with modern facilities and a team environment, click on the "Apply" button to get started!Are you looking for a rewarding career?If so, take a leap now towards this fantastic opportunity to join a global business with amazing people!-...