Administrative Assistant

Summary

Join our team as a Regional Office Assistant to provide support to Mexico City and Sao Paulo offices, assisting with day-to-day activities, client interface, scheduling, and office organization.

Requirements

• Excellent verbal and written communication skills in English and Spanish are essential, Portuguese preferred
• Ability to work under pressure and maintain composure
• Ability to handle multiple tasks at one time
• Ability to interface courteously and efficiently with staff/visitors
• Strong computer skills, including Microsoft Office programs and Internet skills

Responsibilities

• Answer main line phone
• Help with opening pursuits/new projects and assist with billing/invoice
• Assist with expenses for Principal
• Maintain conference room calendar and assist with booking conference rooms and equipment for meetings
• Responsible for organizing lunch meetings, including set-up and clean-up
• Responsible for general office organization and tidiness, including pantry, conference and library area
• Sort, distribute, and prepare daily in/out going mail and FedEx
• Perform light clerical duties such as data entry (entering/scanning contacts), typing and filing
• Responsible for ensuring that office supplies are well stocked, and places orders as needed
• Assist and coordinate new hires (offer letters, HR, equipment setup and prepping workstation)
• Acts as a liaison for the office with Property Manager, Reprographics Company, Utility company, cleaning service
• Responsible for organizing office events (internal & external)
• Learn office systems such as Vision, Deltek, and future CRM
• Provide support to the Project Accounting team with miscellaneous tasks