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Executive Administrative Assistant

hace 2 meses

Ciudad de México, Ciudad de México Fhi Clinical Inc A tiempo completo
{"FUNCTION": "Administrative Support Role", "DUTIES AND RESPONSIBILITIES": "Key duties and responsibilities may include, but are not limited to, the following:

* Communicate and interact effectively with high-level executive, administrative, and program management personnel both internally and externally to gather or convey information and prepare reports for appropriate dissemination as directed by the Network Director and/or LaRed-CC Director.

* Provide editorial support to other LaRed-CC staff, drafting, reviewing, and editing English-language materials, including program documents, reports, and correspondence.

* Serve as a representative of the LaRed-CC, communicating professionally and effectively with the client and all collaborators.

* Receive and process incoming questions and requests; refer to the appropriate group as needed.

* Maintain documentation of requests and activity logs.

* Coordinate and support with the scheduling of the LaRed new staff interviews and onboarding trainings.

* Schedule interviews and with interviewing team and send interview confirmations.

* Organize, edit, produce, and disseminate documents and materials drawn from single or multiple sources, monitoring standards for quality and timeliness.

* Use MS SharePoint, Word, and PowerPoint or other programs (such as Visio and Publisher) to type, edit, prepare, and/or assemble reports, presentations, and background information as it relates to meetings, conferences, conference calls, and other LaRed initiatives.

* Draft and distribute detailed technical call summaries and meeting minutes.

* Track meeting agenda and action items to ensure accomplishment.

* Collaborate with LaRed-CC and stakeholders to establish and maintain filing system for project documents, records, data systems, periodicals, and general correspondence.

* Maintain project files and project-specific contact databases, as needed.

* Establishes and maintains filing system for project documents, records, data systems, periodicals, and general correspondence.

* Maintain project files and project-specific contact databases.

* Maintain flow of information by scheduling and monitoring calendar appointments, receiving mail, faxes, and incoming calls, making proper referrals, and composing and typing internal/external correspondence.

* Coordinate copying of study-related documents as well as worksheets and arrange delivery to sites.

* Coordinate meetings, seminars, conferences, site visits, and trainings, including managing logistical issues such as travel arrangements, conference registration, meeting location reservations, scheduling participants, agenda, and material prep.

* Serves as a central point of contact for meeting presenters and facilitators.

* Provides detailed written summaries of committee meetings and coordinates follow-up activities.

* Proactively coordinate ordering of office supplies, assuring that supplies are stocked.

* Support with tracking and procurement of supplies.

* Assists with project website and portal information and materials development and maintenance.

* Perform other administrative and office duties as required or requested by the Network Director and/or LaRed CC Director.", "QUALIFICATIONS": "Bachelor's degree and one year of related experience or high school completion and three years of related experience.

* Must be fully bilingual (English/Spanish).", "lang_code": "en-US"}