Administrative Assistant

The Administrative Assistant serves as a critical operational and logistical pillar, providing dedicated support to the Administrative Leadership of the Global Business Services (GBS) Leader. This role supports the GBS Leadership team, Human Resources, Talent Acquisition, Engagement, and Facilities by coordinating strategic schedules, managing cross-functional alignment, and elevating the visitor experience. Working closely with executive management, this position also provides specialized guidance to the Front Desk team to ensure a first-class experience for company visitors. The ideal candidate is highly organized, excellence-driven, and possesses a strong hospitality mindset to ensure flawless day-to-day operations and executive support.

What you’ll do

• Provide continuous administrative assistance to the Manager Office Leader in executing key priorities and strategic projects.

• Manage strategic schedule coordination and high-level administrative support for VP-level executives and cross-functional business leaders (GBS, Ops, Finance, Tech, Security), optimizing leadership availability.

• Organize low-to-medium complexity travel itineraries for the assigned leadership team and provide support to their broader teams when applicable.

• Coordinate and organize special meetings and events managed by the Manager Office Leader.

• Execute high-level customer service protocols to guarantee a flawless experience for clients, executives, and key visitors.

• Provide continuous guidance and support to the Front Desk team, ensuring high service standards, proper visitor welcomes, meeting room logistics, access management, and local itinerary planning.

• Collaborate actively with HR and Engagement on corporate initiatives, team-building events, and organizational culture activities.

• Manage and process executive expense reports, coordinating directly with the Finance department for timely reconciliation.

• Coordinate with vendors to manage purchase orders and follow up on payments and administrative supplies.

• Ensure the strict ethical and confidential handling of sensitive internal information at all times.

What experience you need

• High School Diploma or equivalent.

• 6+ months of professional experience in administrative support, activity coordination, reception/hospitality operations, or customer service environments.

• English proficiency (B2 level or equivalent), with strong verbal and written communication skills for interacting with international executives and visitors.

• Ability to commute or transition flexibly between the TUN and Heredia locations based on weekly operational demands.

What could set you apart

• Technical degree or Bachelor’s Degree in Business Administration, Hospitality, or a related field.

• 6+ months of hands-on experience utilizing G Suite (Google Workspace) for complex calendar, email, and document management.

• Proven track record of managing multiple competing priorities and leading administrative initiatives autonomously.

• Strong interpersonal skills, including a demonstrated hospitality mindset, assertive communication, empathy, and professional discretion.

• Demonstrated ability to resolve unexpected logistical or scheduling issues quickly and effectively.

Primary Location:

Function:

Schedule: