ADMINISTRATIVE ANALYST PL

Job Mission

Provide executive and administrative support to the organization's Directors, ensuring efficient management of schedules, meetings, travel, events, and administrative routines. Act as a focal point between leadership and internal and external audiences, ensuring organization, confidentiality, agility, and excellence in the execution of management support processes. Based on executive secretarial duties, schedule management, travel, meetings, documents, and administrative support to the board of directors.

Responsibilities and assignments

• Manage Directors' schedules, organizing appointments, meetings, events, and visits, defining priorities and ensuring the optimization of leadership's time.
• Coordinate national and international travel, including reservations, logistics, documentation, expense reporting, and reimbursements.
• Organize in-person and virtual meetings, preparing invitations, materials, infrastructure, rooms, and support for participants.
• Prepare, review, translate, and control documents, presentations, reports, announcements, and executive correspondence.
• Perform control and monitoring of expenses, supplier payments, reimbursements, and administrative processes related to the board of directors.
• Act as an interface between the Directors and the various areas of the company, ensuring fluidity in communication and follow-up on demands.
• Support the organization of events, visits from executives, clients, suppliers, and other strategic stakeholders.
• Prepare meeting minutes, record decisions, and follow up on action plans when requested.
• Ensure the organization and maintenance of resources, materials, and infrastructure used by the board of directors.
• Handle sensitive and strategic information with a high degree of confidentiality and discretion.

Job Impacts (Accountability)

• Ensure the efficiency of the board of directors' executive routine.
• Contribute to the productivity of executives through proper organization and prioritization of activities.
• Ensure quality and agility in the administrative processes under your responsibility.
• Promote a professional and organized experience for internal and external stakeholders who interact with leadership.
• Safeguard the confidentiality of corporate and strategic information.

Knowledge and Skills

in executive secretarial activities, executive assistance, or support to senior leadership. Experience in multinational companies is desirable.

Requirements and qualifications

Completed or ongoing Higher Education in Administration, Executive Secretarial Studies, International Relations, or related areas.

Languages

Advanced English. Spanish will be considered a differentiator.

Courses and Specific Knowledge

• Advanced Microsoft Office Suite (Outlook, PowerPoint, Excel, and Teams).
• Corporate travel management and expense control.
• Knowledge of SAP or corporate systems will be considered differentiators.
• Excellent verbal and written communication.

Behavioral Competencies

• Organization and planning.
• Interpersonal communication.
• Discretion and confidentiality.
• Sense of priority.
• Proactivity.
• Attention to detail.
• Flexibility and ability to handle multiple demands.
• Interpersonal relationships and executive service.
• Ability to anticipate and resolve problems.

Additional information

• 🍛 Food voucher or meal voucher;
• 👨🏼‍🎓 Discount on courses, universities, and language institutions;
• 📚 Academia Stefanini — platform with free, updated online courses with certificates;
• 🗣 Mentoring;
• 💉 Advantages club for consultations and exams;
• 🏥 Medical assistance;
• 🦷 Dental assistance;
• 💰 Advantages club and discounts at the best establishments;
• 🛫 Travel club;
• 🐶 Pet benefits.