Operations Coordinator

We are seeking a proactive, bilingual professional who balances administrative precision with a project management mindset. The successful candidate will provide essential administrative support to senior leaders—managing travel, logistics, and operational activities—while coordinating cross-functional projects and employee engagement. We need a proactive problem-solver with exceptional communication skills to engage effectively with all levels of leadership.

What you’ll do:

• Provide support in a coordinator and an administrative  capacity to senior leader(s). May provide support to multiple leaders simultaneously
• Coordinate activities and business efforts areas across the USIS organization.
• Anticipate conflicts and competing priorities, making independent decisions to resolve scheduling issues and maximize leadership efficiency.
• Support the creation and refinement of executive level presentations (slides, reports, and meeting materials), ensuring high-quality formatting and data accuracy.
• Partner with business leaders to execute special projects and initiatives that drive team goals.
• Work as a liaison between USIS teams and the GBS engagement team to ensure active participation of our teams in employee engagement activities
• Create international travel itineraries, including transportation, agendas, and expense reconciliation.
• Manage the "Visitor Experience" for incoming guests and leaders, coordinating logistics such as local transport, itineraries, workspace access, and hospitality
• Oversee operational necessities, including facility coordination, badge access requests, and necessary meeting supplies.
• Lead and coordinate the local planning for USIS Costa Rica, including execution of Town Halls, engagement activities, and local events, acting as a champion for team culture.
• Manage end-to-end logistics for offsites, team meetings, and dinner events, including venue sourcing, catering, and material preparation.
• Manage multiple assignments and deadlines and maintain a schedule of deliverables for internal/external presentations 
• Perform additional duties as assigned by management.

What experience you need to be eligible:

• Bachelor’s degree in Business, Communications, or a related field.
• Minimum of 3 years in a fast-paced corporate environment (defined as companies with 1000+ employees) specifically in Business Ops, Project Coordination, or Executive Support.
• Bilingual Proficiency: Minimum B2 Level.
• Demonstrated ability to manage complex calendars and produce advanced documents (VLOOKUPs in Sheets/Excel or automated Slide decks) in Google Workspace or MS Office.
• Proven experience planning large-scale events (50+ attendees) including budget management.
• Experience managing international itineraries for groups of 5+ people, including managing international travel logistics.
• Experience tracking at least 2 cross-functional projects simultaneously.
• Demonstrated history of managing communications for VP-level leadership or higher, including the handling of "Highly Confidential" (C-suite level) documents.

 
What could set you apart:

• Certifications or experience in roles related to Project management is a plus