Administrative Assistant
Bacardi
Escazu,Costa Rica
hace 27 días

About the role

The administrative assistant will provide general support to the business by :

  • Schedule and maintain a calendar of appointments for the GBS Director; provide calendar / meeting support to extended team
  • Coordinate travel and meeting arrangements; set up conference rooms for meetings
  • Manage expense reports and purchasing 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
  • 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 supplies for the department
  • 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.
  • Other duties as assigned
  • Key accountabilities and responsibilities

    T&E Calendar management for GBS DirectorReserve and book travel arrangements Assist concur expense reports for each individual on the teamTracking down receipts for hotel stays, restaurants, airfareTrack and provide monthly updates to the individuals and brand leads on T&E consumption to include one force budgets POS Place orders for POS needs to support events from Madden and local warehousesPlace quarterly orders based on POS budget allotment and upcoming programming Monitor inventory of items to ensure that levels are appropriate to execute upcoming activationsEnsure the premium items sent to events are returned to be utilized for multiple activations Events & Meetings Book meeting rooms for meetings hosted by VP, CIO, and Directors Catering for the various meetings internally or externally held meetingsAssist with coordinating Summits and team meetingsCatering for the groupRoom blocksBrand dinners the require brand activation for the agenciesAssist with activation of brand eventsArrange and confirm product for events, distributor meetings, and sponsorship opportunities MDG Create vendor in MDG systemFill out vendor application formAcquire the necessary documentation from vendor : W9, bank letter, bank detailsFollow up on vendor creation with the MDG team in Costa RicaUpdate vendor details when necessary i.

    e. new email, different bank account, name change, etc.

    Measures of success

  • Performance : Achieve priorities in alignment with annual objectives and quarterly priorities
  • Customer : Achieve target customer satisfaction measures
  • Financial : Manages CBU / Department administrative budget effectively, as relevant
  • Brand / Company Image Protection Ensure protection of the company and brand through solid organizational policy and procedures
  • Critical experiences for success

    To be successful in this role you will have / be :

  • High School diploma, Associate’s Degree preferred
  • Advanced English level (At least 85% written and spoken)
  • 3+ years of experience in an administrative capacity and shared services
  • 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 organizational skills, and the ability to handle multiple tasks and projects with meticulous attention to detail
  • Ability to undertake initiative on duties or tasks where a wide degree of creativity and latitude is expected
  • Exceptional computer skills to include MS Office (intermediate to advance level in PowerPoint, Word and Excel) and Outlook
  • Knowledge of commonly-used concepts, practices and procedures within a corporate environment
  • Professional demeanor and positive attitude
  • Team player, with good interpersonal skills
  • Ability to be punctual and maintain good attendance record
  • Our ways of working

    Our family legacy has positively influenced our ways of working and has shaped the values to which our employees aspire.

    We’re caring, like a family, and not only internally, but also in the wider communities in which we operate. This is demonstrated by our commitment to both act responsibly and promote the choice to drink responsibly.

    We trust one another, and through that trust are able to forge strong teams and networks that empower our matrix organization structure.

    We’re passionate, reflecting our Latin heritage, and this means that we commit more than just time to our work : we commit energy, heart and soul.

    We are dedicated to being a role model in our industry, and we approach everything we do with Integrity First. Together, our values help us create what we’re most proud of : our True Heart and Winning Spirit both in our home markets and across the world.

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