Executive Assistant for International

hace 3 semanas

Panamá, Panamá Ciudad del Saber A tiempo completo

**Fecha límite**: 19 de Marzo de 2023

About us
Our offices are located in Randers, Copenhagen, Nairobi, Sydney, Valencia and Panama City and since our clients all based over the world, our Project Managers can be based anywhere too, as long as you bring a high-level skill set and experience within digital project management - preferably from a UN agency or inter-governmental institution.
You support to give life to every project
Your job will be a to support the regional office located in Panama. You will do this in close collaboration with our Project Managers and under the direct supervision of the Regional Director for Latin America and the Caribbean. Your typical responsibilities will include:

- Providing high level executive support to program/management and operational issues by preparing coordinating, analyzing, and collecting inputs for the development of programmatic and management reports and related documents.
- Maintain the OneDrive for the regional office with resources for project managers in order and updated, commonly: certifications, templates, contracts, etc.
- Preparation of documentation, instructions and/or letters to process shipments from Denmark and follow-up of the final delivery with customs and carrier company.
- Writing cases for the website and internal news in close collaboration with the Project Managers and responsible of communications with Denmark HQ.
- Support in the regional office recruitment and hiring process of new staff and partners by securing meetings, carrying out the due diligence process, preparing contracts and organize trainings when necessary.
- Support and follow up internal administrative business with Project Managers and the Regional Director.
- Responsible for administrative tasks, such as coordination of payments to suppliers twice per month, petty cash management, review of project contracts before signing, preparation and renewal of contracts for each partner, vacations chart update, office expenses management, making travel arrangements, securing meetings with stakeholders, preparing minutes and agendas and follow up with the Panama team for updates when necessary.
- General facilities support, such as office purchases, booking of meeting rooms, general office maintenance coordination with the building administrators (coordination with the personnel for cleaning, routine check-ups, etc.).
- Scout profiles and arrange interviews for possible intern.
The world is your workplace

Seeing the big picture, changing and improving - even in English

You are organized, forward thinking, an engaging communicator, can multitask, have telephone skills, is discreet, flexible, patient, honest and a fast learner, are a knowledge seeker, can think outside the box and provide innovative ideas to improve the office processes, feel confident communicating in English and Spanish, have the ability to manage you own time, enjoy teamwork and have a real passion for communications. You follow Phoenix Design Aid Code of Conduct in your daily basis.

**Qualifications**:

- Bachelor's degree in international business, business administration, or communications. Equivalent experience will be considered.
- Minimum two (2) years of relevant professional experience working in a similar role.
- Proficient communicating in English, certified. Proficiency in Microsoft Office and project management software.
- Excellent time-management and organizational skills, a positive and proactive attitude and able to work independently and as part of a team.
- Experience from a larger organization or corporation will be considered an asset.

Application and contact

REQUERIMIENTOS
- Bachelor's degree in international business, business administration, or communications. Equivalent experience will be considered.
- Minimum two (2) years of relevant professional experience working in a similar role.
- Proficient communicating in English, certified. Proficiency in Microsoft Office and project management software.
- Excellent time-management and organizational skills, a positive and proactive attitude and able to work independently and as part of a team.
- Experience from a larger organization or corporation will be considered an asset.

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