Administrative Assistant
Panama, , PA
hace 1 día

Job Objective

Provide timely and confidential support to the General Manager, the Financial Manager and the different departments, in the different daily activities, aimed at achieving optimal performance that contributes to the results of the company.

Functions and responsibilities

Follow up on the activities requested by the General Management and other Managements, verifying compliance with each one of them daily.

Prepare presentations of the General Manager for different meetings, as well as the letters and emails requested.

Provide support to the School Plan, Professional Relations, Sales and Local Marketing Departments (BDM), who report to the General Manager, with the aim of achieving results in a more efficient way.

Prepare and submit timely monthly reports of legal requirements for the payment of withholdings.

Prepare all non-productive purchase orders of the subsidiary, support with the necessary documentation for the preparation of payments to suppliers and check that all payments are issued, otherwise follow up until their fulfillment.

Solve doubts from suppliers regarding payments and purchase orders.

In case the Manager is expatriate, provide support with everything related to house payments, children's school, electricity services, water, visas, etc.

Support the Regional Human Resources Department in the implementation of scheduled activities for the region, as well as special celebrations (Father's Day, Mother's Day, independence, Christmas holidays, etc.

General induction to the company.

Coordinate and organize all meetings with direct reports requested by the General Management.

Coordinate with management the logistics and preparation of Budget Review meetings, Country visit or any other scheduled meeting.

Coordinate with the travel agency, everything related to executives' trips abroad (tickets, transfers, per diem)

Coordinate everything related to visitor accommodation

Buy office, cleaning and cafeteria supplies (if applicable) required

Prepare and follow up on the medical insurance process for all personnel.

Coordinate and support the follow-up of Training and Training activities.

Coordinate with the Financial Manager the repairs of the building, (change of light bulbs, leaks, toilet repairs etc.)

Coordinate and follow up for the payment of employee benefits such as studies, birth certificates, marriage, etc.

Coordinate everything related to the companies that provide the outsourcing service of cleaning the offices and catering of the company.

Negotiate the best rates with hotels and car rentals

Request, review and keep track of employee vacation reports

Coordinate celebration of the birthdays of the month and publish monthly on the billboard.

Collect and review the requested changes to the employees' biweekly payroll, and verify its application with the bank, as well as deliver the respective documentation to the warehouse staff (If applicable).

Prepare salary and work certificates requested by employees.

Complete the information for the new admissions (hiring, compile the information for the terminations and send to the Financial Manager for the preparation of the respective settlement).

Keep employees' personal files up to date and in order.

Perform any other function related to their position.

Control of purchase orders

Holiday report

Report of changes, income, expenses, etc.

Report addresses and telephones

Family report Christmas party

Job Specifications

  • Education : Executive Secretariat or related, Diversified Last years of university career (desirable)
  • Experience : 2 years in executive level support positions
  • Additional Knowledge :

    English language : 90%

    Requires knowledge of Office, SAP, DHL Courier, BW, Excel, Google Tools, Nielsen (Central America Exhibits).

    Basic filing techniques and basic knowledge of accounting and budgeting

    Ariba system for preparing purchase orders

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