Administration Assistant

hace 5 meses

Monterrey, México AMS A tiempo completo

**About Us**:
We are AMS. We are a talent solutions business.

Working with clients across the globe, we have learned what it takes to be a high performing employer. It starts with talent; sourcing, selecting and keeping the right people in the right jobs. To do this well, you need unmatched expertise in digital innovation, and a deep understanding of the complex needs of the talent you are seeking to engage - whether that talent is external to your business or already inside it.

Taking a holistic approach to the HR value chain and to attracting and retaining a world class workforce enables business success. 10,000+ experts, across 120+ countries, speaking more than 50 languages, delivering projects for the world’s most admired companies.

**We are AMS. This is what we do. Talent is our world.**

**The Role**:
The Administrative Assistant effectively manages our Senior Leadership Team’s calendars and communication, produces high-quality documents, plans events, handles expenses, maintains confidentiality, demonstrates proactive problem solving, manages stakeholder relationships, seeks continuous improvement, and achieves performance goals.

**This role will require someone to be onsite in the Monterrey office 3 days a week.**

**Key Accountabilities**:

- Efficient Calendar and Schedule Management - successfully manage the calendar and schedule for up to 1o leaders ensuring optimal use of time and resources, mínimal conflicts, and timely reminders for appointments and deadlines.
- Effective Communication and Coordination - facilitate clear and timely communication with internal/external stakeholders, ensuring messages are accurately conveyed and responses are prompt. Foster seamless communications among team members and business groups to ensure smooth operations and timely completion of tasks.
- Professional Correspondence and Document Preparation - produce high-quality written materials, including correspondence, reports, presentations, and meeting minutes, with attention to detail, accuracy, and professionalism. Assist in the preparation of well-organized and informative materials for meetings and presentations
- Event Planning and Coordination - successfully plan and execute in-person events, ensuring smooth logistics, timely arrangements, and a positive experience for attendees. Coordinate virtual meetings effectively, managing technical aspects, distributing materials, and facilitating smooth interactions.
- Expense Management and Invoice Processing - process expense reports and invoices accurately and efficiently, ensuring adherence to company policies. Grant approvals on behalf of leaders within delegated authority, maintaining accurate records and communication with employees and vendors.
- Proactive Problem-Solving and Initiative - demonstrate proactive problem-solving skills, identifying potential issues or challenges and taking initiative to find solutions or escalate as necessary. Provide proactive support to enhance efficiency and effectiveness.
- Continuous Improvement - Seek opportunities to improve processes, systems, and workflows to enhance the efficiency and effectiveness of the Americas Leaders. Actively stay updated on industry trends, best practices, and new technologies to enhance job performance.
- Confidentiality and Discretion - handle sensitive and confidential information with the utmost discretion, maintaining confidentiality in all interactions, communications, and document handling.
- Performance and Goal Achievement - meet or exceed performance goals set in collaboration with your manager, demonstrating a high level of productivity, professionalism, and commitment to excellence.

**Skills & Experience**:
**Essential**:

- Fluency in** English** - both verbal and written.
- Strong organizational skills with high attention to detail.
- Be present in office a minimum of 3 days per week and prepared to work additional days if there are events or special circumstances that require in person presence for smooth coordination and execution.
- The ability to flex, multi-task and prioritize an everchanging workload while remaining calm under pressure and working to tight deadlines.
- Ability to think ahead and work proactively.
- Strong communicating skills, able to communicate with senior leaders as required and build trusted relationships with both internal and external stakeholders.
- Problem solving and decision-making skills, able to work autonomously and knowing when to escalate or request additional support and guidance.
- Excellent at working within a team and being a team player.

**Desirable**:

- Proven experience as an Executive Assistant or Administrative Assistant or similar role supporting senior executives.
- Exceptional organizational and time management skills, with the ability to prioritize and multitask effectively.
- Strong attention to detail and accuracy in all tasks and communications.
- Excellent written and verbal communication skills.
- Tech-savvy with

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