Administrative Assistant (Temporal)

Administrative Assistant (Temporal)

Cartago, Cartago

Objective

Provide comprehensive administrative support to the assigned department, leadership team, and/or functional area by coordinating daily administrative operations, managing schedules and travel arrangements, supporting meetings and events, and ensuring efficient communication and organization across internal and external stakeholders.

Responsibilities

• Provide day-to-day administrative support to assigned departments, managers, and company directors.
• Screen, direct, and manage incoming phone calls, emails, and correspondence in a professional manner.
• Prepare, compose, format, and distribute general correspondence, reports, presentations, and other business documents.
• Maintain organized filing systems, records, and administrative documentation.
• Assist with semi-routine administrative projects and departmental tasks under limited supervision.
• Manage executive calendars and schedules with strong attention to detail, accuracy, and prioritization.
• Coordinate and schedule internal and external meetings, including logistics, agendas, meeting rooms, and follow-up actions.
• Prepare meeting minutes and support follow-up on action items when required.
• Coordinate domestic and international travel arrangements, including flights, hotel accommodations, transportation, and car rentals, in compliance with company policies.
• Process and prepare travel expense reports and related administrative documentation.
• Support the preparation, editing, and finalization of business presentations and reports.
• Liaise with external vendors and suppliers such as hotels, restaurants, event agencies, entertainment providers, and other service partners.
• Support the planning and execution of meetings, conferences, team-building activities, holiday celebrations, and corporate events.
• Provide event management support for Human Resources initiatives, including employee engagement activities, charity events, volunteer programs, and social events.
• Utilize a broad range of computer applications and systems for data entry, document preparation, reporting, scheduling, and presentations.
• Collaborate with internal teams to ensure smooth administrative operations and timely completion of tasks.
• Perform other administrative and support duties as assigned.

Requirements

• Technical degree or Bachelor’s Degree in Business Administration, Office Administration, Executive Assistance, or related field.
• Advanced English Level.
• Previous experience in administrative support, executive assistance, office coordination, or similar administrative roles.
• Experience supporting management teams and coordinating calendars, meetings, and travel arrangements.
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other business software tools.