Administrative Assistant, Mexico

POSITION SUMMARY AND PURPOSE
The Administrative Assistant will provide assistance to the IYF Mexico team in the various aspects of office administration. This includes supporting project activities inclusive of secretarial, logistical and other required administrative support. The Administrative Assistant will be based in Mexico and will be responsible for providing administrative support on a full-time basis.

RESPONSIBILITIES

  • Provide reception support, assistance with routine office functions and maintain files.
  • Handle all in-coming telephone calls, distribute mail and route to appropriate staff for action, information or follow up.
  • Provide coordination for all matters related to the operations and administration of the Mexico office to ensure an effective and efficient work environment.
  • Provide ongoing operational and logistical support including secretarial support to the Mexico office.
  • Schedule and coordinate meetings, assist in planning and logistics for technical workshops, offsite meetings and stakeholder events, interfacing with vendors, printers, consultants, and others as necessary.
  • Coordinate travel itineraries, airfare ticketing, hotel reservations and other travel logistics for staff, visitors and consultants.
  • Keep track of stock of office supplies and assist in ordering new supplies and other office needs.
  • Assist with office space and equipment maintenance and repairs as needed.
  • Maintain updated staff directory and office calendars.
  • Create, update and maintain a filing system for project reports, briefs, brochures and other project related documents for quick reference and easy accessibility.
  • Assist in logistics and procurement needs.
  • Other duties as may be assigned by the Finance and Administration Manager.

REQUIRED SKILLS AND EXPERIENCE

  • A Bachelor’s degree in relevant field or equivalent standard of education.
  • 3-5 years of related practical experience in office administration with a local or international NGO in Mexico.
  • Oral and written fluency in English and Spanish is required.
  • Ability to work under pressure with minimum supervision.
  • Excellent attention to detail.
  • Strong interpersonal, communication and analytical skills.
  • Strong computer skills in MS Word, Excel and PowerPoint.
  • Experience working with international donor funded projects preferred.

LOCATION
Mexico City, Mexico

SUPERVISOR
Country Director, México FO

TO APPLY
Please submit the following documents in English via email to [email protected] with "Mexico – Admin Assistant" in the subject line:

To be eligible for this position, applicants must have the legal authority to work and reside in Mexico; this position is a local hire position in Mexico.

The International Youth Foundation is an Equal Opportunity Employer