Administrative Assistant

at  Ware Malcomb

The role of this regional office assistant is to provide support to Mexico City and Sao Paulo offices. Responsibilities include supporting principal and regional director in day to day activities such as scheduling meetings, presentations, interviews, breakfast, luncheons and dinners. The administrative assistant will assist with client and visitor interface, assist with scheduling employment interviews, and overall office policy and protocols. Candidate will be in the Mexico City office and support Sao Paulo remotely.

ADMINISTRATIVE ASSISTANT QUALIFICATIONS:

• 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

• Answer main line phone
• Help with opening pursuits/new projects and assist with billing/invoice
• Assist with expenses for Principal
• Assist in maintaining office appearance
• 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