We are seeking a highly skilled Executive Assistant/Office Manager to provide administrative support to senior management and ensure smooth office operations. This dual-role position requires a proactive, organized individual who thrives in a fast-paced environment and can manage multiple priorities.
Client Details
Our client is a reputable Global Infrastructure Construction Management and Consulting firm working on large scale Civil & P3 projects across the globe with a specialization on sustainability.
Description
Manage executive schedules, coordinate events/meetings across multiple time zones, and assist with daily administrative tasks.
Organize meetings, conferences, and events, handling logistics, catering, invitations, and budgeting.
Prepare confidential correspondence and complex documents, respond to routine communications, and maintain office databases and files.
Coordinate domestic and international travel arrangements, process travel approvals and invoices.
Prepare expense reports and reimbursements, and reconcile the corporate credit card.
Assist with IT support for video conferences and phone systems, maintain office equipment, and manage supply inventory.
Support HR with onboarding new employees and organize office social events.
Supervise the reception area, ensuring smooth office operations and excellent guest support.
Manage office-related invoices and collaborate with building management for maintenance, security, and office space planning.
Ensure compliance with safety regulations and contribute to office-related projects.
Collaborate with Office Managers across locations and perform other duties as needed.
Profile
At least 5+ years of experience in a similar role.
Strong customer service orientation, with a focus on both internal and external clients.
Exceptional communication skills, both written and verbal. Bilingualism in Spanish is a plus, but not required.
Ability to build and maintain positive relationships at all organizational levels.
Highly organized with a keen attention to detail.
Demonstrates a high level of confidentiality and integrity.
Skilled in collaborating with a diverse team and engaging with all levels within the organization.
Job Offer