Gdo Operations Support Administrative Assistant

hace 7 meses

San José, Costa Rica MSD A tiempo completo

This role provides administrative and operational support to LATAM Head and Managers from Global Data Management Team Local and regional on operational activities, administrative tasks, logistic support, meeting management and interaction with other internal and external stakeholders for business purposes (HR, Talent Attraction, Procurement, IT, Legal, Compliance, Facilities, Security, etc. ) and 3rd parties. This role will report the GDO LATAM Regional Head supporting for Digital Transformation, Innovation, Communication and Special project.

**The job primary duties include but are not limited to**
- Support the leadership team in the administration of various administrative processes, special projects, headcount, budgeting, and other projects in accordance with established standard operating procedures for the Company, Division, and department.
- Logistics Planning and scheduling agenda, coordinating meetings, interviews and other similar activities, book meeting room, send invitations, etc. Operational Support to strategic projects, following up to deadlines, contacting stakeholders and vendors, supporting solutions in internal platforms, sharing information in internal channels as requires, collecting metrics from different channels, creating and following with surveys and other metrics related platforms/tools, contacting IT and other system related stakeholders to solve issues, to propose communications in Outlook, yammer and other channels when required.
- Help lead and coordinate events designed to maintain an inclusive culture with engaged and passionate employees, including community outreach and volunteer events.
- Keep meeting records and minutes, spotting and sharing Highlights with stakeholders. Organize travel arrangements, prepare itineraries and confirm logistics.
- Act as a point of contact to give administrative support and interaction with internal stakeholders (RH, IT, Compliance, Procurement, Talent Attraction, Facilities, other executive assistants, etc ) Identification of the Procurement staff and processes that support the set up and follow up of 3er parties & suppliers Purchase Orders..
- Tracking and compliance of payment process, invoice reception, purchase orders and charge backs from specific projects
- Preparing, processing, and reconciling expense reports, purchase orders, and payment requests, as needed. Leading the work of tracking budgets and costs.
- To update Distribution lists on Outlook, Teams & Yammer. To upload information in specific platforms when required and follow up communication plans in Outlook, Stream, Forms, White Board, Teams, Yammer, etcUnderstanding role activities and ensure compliance.
- Managing teamsites, electronic files, and other data in a systematic and detailed manner for enduring use.
- Maintaining appropriate filing system to provide prompt retrieval of all reports, correspondence, and other documentation while maintaining compliance related to company retention schedules and legal holds. Includes collection, organization and archival of documentation, including maintenance of staff Curriculum Vitaes (CVs).
- Teamwork, flexibility and self-awareness

**Education**:
Business Administrative degree or related discipline required.

**Required Skills & Experience**:

- Minimum three (3) years administrative experience.
- Proficient computer skills (MS Teams, SharePoint management, Excel, Power Point, Word, etc.) and operation of other related programs, including proficient knowledge of SAPS Comet and other company systems.
- Ability to prepare and assist with sophisticated PowerPoint presentations and manipulate/work with advanced Excel spreadsheets.
- Exceptional level of administrative, organizational, planning and follow-up skills with demonstrated accuracy. Must be diligent and proactive in anticipating needs and able to problem solve through investigation and solution identification.
- Exceptional interpersonal skills and the ability to manage relationships with internal and external parties is essential, including displaying flexibility and sensitivity with colleagues across other geographies, languages, and cultures.
- Effective business communications - both written and oral to interact with company executives, managers, and employees. communications graphic design., and also digital & tech savvy or curious
- Self-motivated and self-directed, excellent in work planning and coordination and time management.
- Ability to make a positive contribution as demonstrated by learning new skills and making suggestions for process/procedure improvement.
- Ability to work toward enterprise goals and fostering a work environment based on trust, sharing and collaboration.
- Ability to commute onsite 3 days/week (M-F).
- Experience working with sensitive/confidential documents, preferred.

**#ONEGDMS**

**Search Firm Representatives Please Read Carefully**

**Employee Status**:
Regular

**Relocation**:
**VISA Sponsorship**:
**Travel Requirements**:
**Flex

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