M25225 Executive Assistant to Chief of Operations Officer

CIMMYT is a cutting-edge, non-profit, international organization dedicated to solving tomorrow’s problems today. It is entrusted with fostering improved quantity, quality, and dependability of production systems and basic cereals such as maize, wheat, triticale, sorghum, millets, and associated crops through applied agricultural science, particularly in the Global South, through building strong partnerships. This combination enhances the livelihood trajectories and resilience of millions of resource-poor farmers, while working towards a more productive, inclusive, and resilient agrifood system within planetary boundaries. CIMMYT is a core CGIAR Research Center, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.For more information, visit cimmyt.orgFor more information, visit cimmyt.orgCIMMYT is seeking a dynamic, self-motivated, and service-oriented professional for the position of Executive Assistant to the Chief of Operations Officer to work in Executive Office.The positions will be based at CIMMYT’s headquarters in Texcoco, near Mexico City.**Specific duties**:- Manage the Chief Operations Officer's calendar, including scheduling meetings, appointments, speaking engagements, and travel. Exercise discretion in committing time and evaluating needs while ensuring efficient workflow and effective communication.- Organize and prepare for meetings, including book rooms, catering, putting together dossiers or packets or packets, and mailing each member in advance of the meeting. Maintain various records and documents as needed.- Coordinate high level meetings, including book rooms, catering, putting together dossiers or packets, mailing each member in advance of the meeting. Maintain various record and documents as needed.- Gather and communicate, when needed, the objectives, agenda, support documentation and all relevant information for objectives to be met.- Maintain various records and documents as needed.- Respond to inquires from various internal and external parties for the purpose of providing information and/or direction, including:- Phone calls: Screen incoming external phone calls and forward the phone call to the appropriate person.- Prepare and send invitation letters, letters of acknowledgement, condolences, regrets, etc.- Attend meetings, take minutes, capture major takeaways, and ensure follow-up when needed.- Discuss and schedule invitations to high-level events and visits, coordinate transport and schedule in calendar. Otherwise, forward request or invitation to appropriate personnel as indicated.- Prepare and/or review official documents for signature.- Work with the Units and the Programs for appropriate archiving of signed documents and agreements.- Supervise and ensure timely renewal of passports, driver licenses, car insurance, car verification, and car service.- Respond to incoming calls and providing personal attention to Chief of Operations Officer.- Providing support regarding issues related to meetings by ensuring materials are organized and printed out, maintaining confidentiality and discretion. As well as to provide assistance during the meetings on last minute requests, changes or contingencies.- Liason between CIMMYT and visitors as needed. Identify and inform to the relevant people as needed.- Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.**Requirements**:- Proficient in verbal and written communication. Ability to prepare charts, minutes, official documents with a great focus on attention to detail.- Advanced level in MS Office, with special remark in Outlook, Teams, Excel, PowerPoint, and Word.**Benefits**CIMMYT offers an attractive remuneration package and support for continuous professional development. In addition to the provisions of the Mexican Labor Law our package of benefits includes year-end bonus (40 days), vacation premium (56%), life and medical insurance, supermarket coupons, savings fund, social Mexican benefits (IMSS, SAR / Infonavit).