Administrative Assistant

hace 6 días

San José, 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

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