Job Description
Executive Administrative Assistant – LATAM Regional Leadership Team
Position Overview
We are seeking a highly experienced, proactive, and collaborative Executive Administrative Assistant to support the LATAM Regional Leadership Team .
This is an ideal position for a career Executive Assistant who thrives in a fast-paced, highly visible and dynamic environment and enjoys working across countries, functions and senior leadership teams. The successful candidate will play an important role in enabling the LATAM Regional Leadership Team to operate effectively by managing complex priorities, coordinating key regional activities, and ensuring leaders are well prepared for important meetings, events and decisions.
The position requires initiative, exceptional judgment, discretion, attention to detail and organizational skills, together with the ability to anticipate needs, manage competing priorities and operate with a high degree of independence and accountability. The successful candidate will be a proactive problem solver who continuously looks for opportunities to simplify processes, strengthen collaboration and improve how the regional team works together.
Key Responsibilities
LATAM Regional Leadership Team Support
Provide high-quality administrative and logistical support to the LATAM Regional Leadership Team, while balancing approximately 20% dedicated support for the company's International Chief of Staff and PMO.
Manage complex calendars, appointments and meetings, proactively prioritizing commitments and ensuring effective use of leadership time.
Anticipate upcoming priorities and ensure leaders have appropriate materials, background information and pre-reads in advance of key meetings.
Monitor and coordinate requests requiring leadership review, approval or follow-up.
Handle sensitive and confidential information with discretion and sound judgment.
Regional Leadership Team Coordination
Support the operating rhythm of the LATAM Regional Leadership Team, including leadership meetings, business reviews, planning sessions and other key regional forums.
Coordinate meeting logistics, agendas, pre-reads, presentations and other materials in partnership with meeting owners and functional teams.
Maintain visibility of key leadership milestones, regional meetings and important business events.
Track key follow-ups and help ensure appropriate actions are communicated and progressed.
Partner closely with administrative colleagues across LATAM, our company's International and global teams to coordinate leadership activities and resolve scheduling or logistical challenges.
Meetings, Events & Communications
Coordinate regional Town Halls, leadership meetings, off-sites, face-to-face meetings and other special events.
Manage end-to-end meeting logistics, including conference rooms, venues, virtual meeting technology, catering, transportation and other meeting requirements.
Support preparation and distribution of agendas, presentations, briefing materials and meeting communications.
Maintain regional distribution lists, Teams/SharePoint sites, calendars and other shared resources as appropriate.
Coordinate internal and external visitors, including scheduling, meeting arrangements and on-site logistics.
Support regional communications and organizational activities as appropriate.
Travel & Expense Management
Coordinate complex domestic and international travel across LATAM and globally, including flights, hotels, ground transportation, itineraries and required documentation.
Create detailed itineraries and proactively adjust arrangements as business priorities or travel requirements change.
Prepare, process and reconcile expense reports in accordance with company policies.
Support purchase orders, payment requests, invoices and other financial administrative processes as required.
Coordinate with appropriate internal teams and external vendors to support travel and meeting requirements.
Regional Administrative Excellence
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