Sr Administrative Coordinator

hace 7 meses

Heredia, Costa Rica Moody's A tiempo completo

At Moody's, we unite the brightest minds to turn today’s risks into tomorrow’s opportunities. We do this by striving to create an inclusive environment where everyone feels welcome to be who they are—with the freedom to exchange ideas, think innovatively, and listen to each other and customers in meaningful ways.

**Role/Responsibilities**

As the Sr. Administrative Coordinator you will have the opportunity to provide high level support to the CAO office, including Chief of Staff, VP Strategic Planning, and the Global Capability Center Heads.. This role includes all aspects of administration with strong focus on calendar management, travel coordination and absorption of administrative tasks.
- Takes a proactive approach in helping and partnering with executive leaders.
- Process meeting requests for the team, including setting up appointments, and interviews, reserving conference rooms, requesting security passes for guests, refreshments, handouts, etc.
- Create appointments between executive leadership and external parties (vendors, contractors, partners, etc.)
- Own the calendar for Chief of Staff, and VP Strategic Planning and supports the CAO office in an efficient way.
- Support the management team during vacations and times of absence, provide administrative back-up to ensure uninterrupted flow of operations concerning support staff, technology, and all office issues.
- Arrange all travel for team members, including air, rail, car service, and hotel and conference registrations. Adhering to timelines and ensuring that the most efficient options are being used. Process Travel and Expenses accurately and in a timely fashion, ensuring policies are followed.
- Integral support for department-wide activities, including the timely on-boarding of new associates (including follow-up on the start date and technology requests) and involvement in group event planning and in group-wide initiatives as assigned
- Distribute onboarding package and brief new joiners on corporate policies, including T&E and expense management. Ensure updates to policies are communicated and understood by team members
- Assist/Coordinate and plan department-wide events including group meetings, off-sites, outings, and receptions taking care to stay within prescribed budget, booking rooms, audio visual, digital facilities, beverages/lunches, etc.
- Proactively review department administrative processes, consistently implementing efficiency improvements and establishing new processes when necessary. Establish clear protocols on standards of service and identify competencies with the secretarial team.
- Take notes from the meetings and summarize succinctly, identifying action items and prepare for broader distribution

**Qualifications**
- 6+ years of related experience in a corporate environment
- Experience working in tools like Teams, Miro, Trello, Zoom and others
- Excellent verbal and written communication skills. Ability to convey thoughts clearly and succinctly and communicate pertinent complex information in a clear and organized manner; ability to compose general correspondence, memos and other documents that require little or no editing by a manager.
- Proactive executor with strong organization skills and excellent judgement, time management and attention to detail.
- Common sense and strong emotional intelligence. Discrete and able to handle sensitive information at times.
- Ability to prioritize, problem tackle, work independently, and strong orientation toward teamwork.
- GEN AI: Open to learn about AI and use it for the day-to-day activities
- WORD: ability to build and modify communications using header/footers, pagination, tables, mail merges, hyperlinks, etc.
- EXCEL: ability to understand, create and use sophisticated functions and formulas to make workbooks, pivot tables, charts, and graphs.
- POWERPOINT: ability to create and modify presentations using advanced functions such as animation and transition, inserting charts, graphs, and objects, and merging presentations.

Moody’s is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, sexual orientation, gender expression, gender identity or any other characteristic protected by law.

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