Executive Assistant - LAC

Reports to: Vice President, Latin America and Caribbean 

Overall Responsibilities: The Executive Assistant is responsible for providing comprehensive administrative support to the regional vice president and LAC team members.

General Administrative Duties:

• Schedule conference calls and meeting rooms, ensuring efficient coordination.
• Prepare materials for meetings and events, organizing all necessary items. 
• Follow up with vendors to ensure timely and satisfactory service delivery.
• Assist the VP, the LAC team and committee members in making travel arrangements, including accommodations and flight bookings.
• Assist the VP in answering emails and follow up on pending requests.
• Coordinate all the office decorations depending on the season and IAAPA’s celebrations- 
• Coordinate all facilities and refurbishments to ensure an optimal office environment.
• Negotiate purchases of office supplies, furniture, and equipment, within IAAPA’s policies and budget.
• Maintain an inventory of office equipment, ensuring functionality and availability.
• Monitor utilities consumption and implement cost-minimizing measures.
• Keep vendor information updated and assist in managing vendor relationships.
• Handle mail, ensuring organized and efficient distribution.
• Prepare packages for shipment in coordination with carriers, ensuring accurate and timely deliveries.
• Participate in special projects to contribute to team objectives.
• Perform other duties as needed to support the team's overall functions.
• Respond promptly and professionally to phone, WhatsApp and e-mail inquiries from both members and the public delivering high-quality customer service.
• Manage the Latin America inbox, ensuring effective communication and directing queries to the appropriate team member.
• Support telemarketing efforts for IAAPA’s products and services.
• Support databases cleaning and update.
• Assist in coordinating logistics for in-person events, ensuring seamless operations.
• Portray a professional image and provide excellent customer service to IAAPA guests and employees.

Qualifications:

• Proven experience in administrative support and customer service.
• Strong written and verbal communication skills in English and Spanish. Portuguese is a plus.
• Proficiency in Microsoft office software, including SharePoint, Outlook, Teams 
• Detail-oriented with exceptional organizational skills.
• Ability to handle multiple tasks efficiently and meet deadlines.
• Customer-focused attitude with a professional demeanor.
• Strong problem-solving skills and ability to work independently.
• Flexibility to assist in various tasks as needed.
• Availability to travel 10% national and international.

Notes

Working in the office is required.  Valid Passport and US visa is required.

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required.  Management reserves the right to modify, add, or remove duties and to assign other duties as necessary.  In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.