Senior IT Executive Admin
Coral Hospitality
San Antonio de Belen Heredia Costa Rica
hace 4 días

Cargill provides food, agriculture, financial and industrial products and services to the world. Together with farmers, customers, governments and communities, we help people thrive by applying our insights and over 150 years of experience.

We have 155,000 employees in 70 countries who are committed to feeding the world in a responsible way, reducing environmental impact and improving the communities where we live and work.

Description

Provide administrative support to the Cargill’s CBS Global IT LATAM Leadership team as needed. Support includes meeting planning and coordination, meeting minutes and follow ups, managing calendars, travel coordination, expenses control and reimbursements, meeting presentations, .

Additionally, this role also includes assisting with preparation and day-to-day administration of budge and also coordinate presentation materials from multiple sources.

This position works closely with the other Administrative Assistants and provides back-up support as needed.

Qualifications

20% PERFORM ADMINISTRATIVE PROCESSES :

  • Under general supervision, applies basic knowledge to perform moderately complex, routine to varied administrative work steps within established procedures and processes related to the delivery of operational / functional services for individuals and / or work group.
  • oApplies basic knowledge of department operations and infrastructure, policies and procedures to perform moderately complex administrative processes including :

    Management of Outlook Calendars

    Preparation of Expense Reports

    Routine Data Entry

    Administration of Team Office Supplies

    Moves coordination / Filing / Mail Preparation

    Invoices / Payments / Reconciliation

    oApplies basic knowledge to perform administrative aspects of a moderately complex business / functional processes for a work groups (i.

    e. HR, Finance, Operations, Legal, etc). Examples of departmental support may include :

    Legal administrative support : Organizes / ensures forms are signed for legal filing. Performs research and analysis to resolve requests requiring basic understanding of systems or processes using traditional data sources in which facts / research typically exist and can be retrieved directly utilizing basic analysis.

    Human Resources Administrative Support : Maintains HR and employee data reports (i.e. sales incentive plan tracking sheets).

    Supports and coordinates HRIS and payroll transactions; oversees employee records management and filing; department moves, onboarding logistics, time and attendance transactions

    Finance / Accounting Administrative Support : Assists with budget preparation, monitoring expenses, etc. Responsible for forms preparation and processing.

    oUnder general supervision oversees and implements change in office operations. Ensures equipment, materials, and space are used effectively

    20% COORDINATE MEETING / EVENT LOGISTICS

  • Under general supervision, plans, coordinates, and ensures logistics arrangements for moderately complex, varied to routine meetings and travel.
  • oMakes arrangements for presentation materials and equipment including but not limited to;
  • Travel Arrangements

    Individual / Team Meetings

    oCoordinates, schedules appointments, and arranges conferences and meetings. Prepares agenda, notifies participants and assembles and distributes necessary materials.

    Obtains necessary paperwork for traveling (i.e. visa, tickets, lodging, etc).

    oDistribute menus, compiles orders and places food order with vendor. Delivers, sets-up, and removes food for work group events

    15% RECEIVE, RELAY AND RESPOND TO INTERNAL / EXTERNAL CUSTOMER INQUIRIES AND REQUESTS

  • Under general supervision, receive and relays messages as well as responds to varied to routine administrative requests.
  • oAnswers non-routine / routine and time-sensitive inquires which require basic knowledge of business or technical vocabulary, and interpretation of general policies and guidelines.

    Screens and prioritizes calls.

    oWith direct guidance, reviews and prioritizes all incoming correspondence. Receives, opens, and reads incoming mail. Calls immediate attention to important and high priority items.

    oWith some oversight, researches and assists in resolving confidential requests and deals with time-sensitive matters on behalf of individuals and / or work group.

    15% CREATE AND EDIT DOCUMENTS AND CORRESPONDENCE

  • Under general supervision, composes moderately complex as well as technical correspondence (i.e. letter of inquiry and acknowledgement;
  • briefs), proof reads and signs out-going correspondence as authorized by direct supervisor.

    oCollects, compiles, and analyzes moderately complex data and information. Creates documents with standard formatting and conduct basic grammar / spell checks using content provided by more senior team members including :

    Meeting Materials

    oEnters varied to routine data into standard forms and templates.

    oTypically interfaces with internal / external customers as well as team members to obtain signatures and missing form / document Information

    15% MAINTAIN DOCUMENT / DATA MANAGEMENT SYSTEMS

  • With some oversight, solicits, collects, and organizes documentation and data, and performs moderately complex data entry into one or more systems (i.
  • e. RIM, GEM, iLink, PeopleSoft, or other Cargill systems & databases).

  • Follows standard procedures for hard copy & electronic document management (Filing, Archiving & Destruction). Enter nonroutine / routine data and run standard reports from Cargill administrative systems and databases.
  • 15% PROJECT MANAGEMENT

  • PROJECT LEADERSHIP
  • oCommunicates strategic vision to the project team utilizing a basic knowledge of portfolio management

    oFacilitates periodic project reviews utilizing a general knowledge of the project delivery process

    oLeads project management best practices based on a full knowledge of project management.

  • PROJECT PLANNING
  • oDefines project objectives and scope utilizing a full knowledge of project management practices and procedures

    oDevelops the Integrated Project Plan for projects with low to medium cost and risk.

  • PROJECT EXECUTION
  • oLeads the execution of projects with low to medium cost and risk

    oUtilizes the project management framework to achieve project objectives of delivered on time, on budget and business results are realized for projects with low to medium cost and risk

  • PROJECT CONTROL
  • oRegularly measures and monitors project progress to identify variances from the plan and make needed corrections for low to medium cost and risk projects

    oContains and resolves issues within the project that do not require Project Sponsor attention

  • BUSINESS RESULTS
  • oAccountable for providing the Project Sponsor with a periodic general status of the project

    oWorks with business to ensure product is successfully implemented and benefits and value are captured for low to medium cost and risk projects

    Ensures successful completion of all project phases and closure of all aspects of the project.

    Required Qualifications

  • Bachelor’s degree in Administration, Management, Education, Information Technology or similar degree.
  • Minimum of 3-5 years’ experience assisting at the senior leadership level in a fast-paced environment.
  • 2 years of Jr. Project Management experience, demonstrating knowledge of PM, full knowledge of PDP, and general knowledge of portfolio management
  • Proficient in Outlook, MS Office (Outlook, Excel, Word, PowerPoint)
  • Proficient on MS Project, Jira, Trello, MS Planner or other PM tool control system
  • Strong presentation skills with demonstrated ability to influence at all levels of management through clear, informed and logical discussions / presentations.
  • Advanced English level
  • Excellent verbal, written and technical communication skills and interpersonal skills
  • Excellent organization and time management skills
  • Approachable, flexible and has the customer service mindset in order to support requests
  • Preferred Qualifications

  • CAPM Certification or related project management certification.
  • Knowledge of MS Teams, Planner, Microsoft Visio, Access.
  • Administrative / Support Services

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