Job Description

Purpose

The Executive Assistant provides high-level administrative support to the President, Latin America Region, ensuring the effective management of their schedules, communications, and operational priorities. This role will handle confidential information with discretion, streamline workflow, and enable leadership to focus on key business objectives. The Executive Assistant plays a critical role in enhancing executive productivity and organizational efficiency through proactive coordination, sound judgment, and professionalism. The Executive Assistant may occasionally support other members of senior management.

Areas of Responsibility / Tasks

Performance must reflect the appropriate level of expertise and achievement of the desired results for the items listed below.

Administrative Support

• Coordinates the management of the GM/Executive calendars to include but not limited to individual and departmental meetings, communicates schedule changes to impacted invitees, routinely monitors for conflicts and uses judgement when priority conflicts may present themselves.
• Maintains regular cadence of departmental meetings and ensures agendas are created, published, and actions are tracked.
• Confirms and may initiate any necessary follow-up with GMs on overdue actions and actions requiring review in preparation for the next meeting.
• Ensure conference rooms are scheduled and set up as appropriate
• Confirms IT equipment is set up and working properly to facilitate meeting needs and collaborates with IT if needed.
• Responsible for appropriate room and refreshment set-up and clean-up
• Maintain and publish department organizational charts, directories, emails and other communication tools/documents
• Responsible for the creation and/or editing/review of reports, presentations, etc. May engage with Marketing team as needed/directed.
• Provides contract coordination and collaboration to ensure commercial contracts are routed, reviewed, and executed accurately and timely by all interested parties.
• Serves a point of contact and relationship lead for Industry Associations which may include representing GMs at meetings and ensuring the appropriate cascade of relative information.
• May manage, coordinate, and research other special projects as directed by GMs.
• Maintains respective channels inventory and dissemination of promotional items for visitors and suppliers.
• Provides back-up support for other executive assistants and office support personnel as needed.

Travel Planning and Support

• Responsible for the travel planning, booking and communications for assigned GMs and other designated individuals to include but not limited to outside guests and additional team members when necessary.
• Ensures thetimely and accurate submission of all travel and expense reporting for assigned leaders.
• Monitors and supports any travel escalations needs for GMs and other sr. leaders as needed. May require after-hours support.

Meeting, Event and Tradeshow Planning

• Serves as the point of contact for large meeting/event planning for respective channels to include contract negotiations and liaise with host sites, ancillary vendors and external contacts.
• Identify and communicate preferred meeting venues for offsite functions while aligning to travel, expense and budget guidelines.
• Work with AMEX GBT Meetings Expert and/or Travel Specialist on site selection and contract negotiations
• Leads the planning, communication and experience delivery for both on and off-site catering/restaurant dining to include centralized ordering, meal type(s), allergies, timing, re-set of meeting rooms, etc.
• May work with Marketing or be solely responsible for the creation and completion of necessary registrations, schedules, and communications to all meeting attendees.
• Serves as a point of contact for group travel and transportation by collecting, organizing and communicating all travel details with necessary individuals/vendors.

All other duties as assigned

Supervisory Responsibilities

• Not Applicable

Competencies; Knowledge, Skills, Abilities (KSA)

To perform this role successfully, an individual must have experience achieving desired result(s) in their areas of responsibility. The requirements listed below are representative of observable behaviors and essential knowledge, skill, and abilities required of a successful incumbent within our culture.

• Proven communication skills (verbal and written) with a proven ability to establish relationships and collaborate with a diverse set of stakeholders at various levels within and outside of the organization.
• Requires advance proficiency with Microsoft Office Suite
• Demonstrated experience with time management skills with a proven ability to manage competing priorities and meet deadlines

Minimum Qualifications/ Education / Experience / Certifications

• Education:
• Bachelors degree in Business, Communications, or related field preferred. Equivalent experience considered in lieu of degree.
• Experience:
• Minimum of 3 years of previous experience supporting executives in a corporate environment required.
• Licenses / Certifications:
• Valid drivers license required
• Language:
• Proficiency in English required
• Bilingual Spanish is required

Work Environment / Conditions

The work environment/conditions described herein are representative of those that an incumbent may experience, and therefore

• Must be adaptable to work in a shared space, with constant noise, with/or without the use of a private office.
• This position requires on-site presence and may offer work from home flexibility on an occasional basis.

Physical Requirements / Demands

The physical demands described herein are representative of those that must be met by an incumbent to successfully perform the essential functions of this job. *Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions & physical demands of this role.

• While performing the duties of this job, the incumbent is regularly required to communicate verbally, read, and comprehend information, type on a consistent and daily basis.
• Push, pull, and lift to 40lbs on a weekly basis.
• While performing the duties of this job, the incumbent is regularly required to travel by foot, car, bus, airplane, or other means of transportation which require sitting, waiting, and standing for long and short periods of time.
• Ability to setup desk equipment including setting up equipment on top of desks and connecting cables and power cords under desk (requiring lifting, bending, pushing, pulling).

NOTICE TO APPLICANTS

Ravago Americas is an equal employment opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, sex, religion, national origin, disability, veteran status, citizenship status, or marital status. We assure you that your opportunity for employment with this employer depends solely upon your qualifications.

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