**Administrative Assistant** **Job Summary:** The Administrative Assistant provides essential support to managers and staff to ensure efficient daily operations within the office. This position involves managing various administrative tasks such as scheduling, communication, report preparation, and file management. The Administrative Assistant is expected to handle telephone and email communications, organize meetings, and maintain records, while ensuring accuracy and timeliness in all assignments. **Employment Status:** * Full-time * Reports to: Country Manager * Location: Rionegro, Antioquia, Colombia **Job Responsibilities:** * **Telephone and Communication Management:** Answer and direct telephone calls to the appropriate parties and efficiently manage email correspondence. Ensures professional and courteous communication with internal and external stakeholders. * **Meeting and Appointment Scheduling:** Organize and schedule meetings and appointments for managers and staff, ensuring proper preparation of meeting materials and logistical support as needed. * **Contact and Database Management:** Maintain updated contact lists and databases for the organization, ensuring easy access to key contacts and smooth communication flow. * **Documentation and Correspondence:** Draft and distribute memos, letters, faxes, and forms. Write and edit communications, ensuring they are accurate, professional, and timely. * **Report Preparation and Distribution:** Assist in preparing regularly scheduled reports, gather necessary data, and ensure report accuracy and presentation prior to distribution. * **Filing and Technical Recordkeeping:** Develop and maintain a systematic filing system for both digital and physical files, ensuring all documents are organized, secure, and easily accessible when required. * **Office Supplies Management:** Order office supplies and ensure stock levels are maintained. Work closely with vendors to ensure timely and cost-effective purchases. * **Travel Coordination:** Manage employee travel arrangements, including booking flights, accommodation, and transportation, in accordance with company policies and budgets. * **Expense Report Management:** Submit and reconcile employee expense reports, ensuring compliance with company policies and maintaining accurate financial records. * **Visitor Support:** Provide general administrative support to visitors, including greeting them upon arrival, directing them to the appropriate parties, and ensuring they have a positive experience. **Education:** * High school diploma or equivalent required. * Associate degree or bachelor’s degree in Business Administration or related field preferred. **Experience / Skills / Competencies:** * Proven experience as an administrative assistant or in a similar role. * Knowledge of office management systems, procedures, and basic financial processes. * Excellent time management skills with the ability to prioritize multiple tasks and meet deadlines. * Strong attention to detail with excellent problem-solving abilities. * Solid written and verbal communication skills, with the ability to draft clear and concise documents and emails. * Excellent organizational and planning skills to ensure efficient office operations. * Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. * Ability to work independently with minimal supervision, while also being a strong team player. **Work Expectations / Working Conditions:** * Regularly required to sit, stand, and communicate with employees and external contacts. * Ability to perform tasks in a fast-paced office environment. * Occasionally required to lift office materials or small equipment weighing up to 20 pounds. * Flexibility in working hours may be required during peak demand periods or to meet deadlines.