Administrative Assistan

About this position

The Administrative Assistant function is vital to providing comprehensive support to multiple roles within the Green Coalition team, including the technical team, Meeting Coordinator, Communication Coordinator, and Technical Coordinator. The Administrative Assistant plays a critical role in ensuring the efficient operation of the Green Coalition by handling administrative tasks, assisting with coordination efforts, and maintaining records. Here is a detailed definition of the Administrative Assistant’s function, covering the support for various roles:

General Function: The Administrative Assistant serves as a versatile and indispensable member of the Green Coalition team, providing administrative support to the Secretary, Meeting Coordinator, Communication Coordinator, and Technical Coordinator. They play a crucial role in ensuring the smooth operation of the Green Coalition of Development Banks

What you’ll do

• Administrative Support: Provide administrative support to the Green Coalition team, including managing schedules, handling correspondence, and assisting with document management.
• Record Keeping: Maintain accurate records, files, and databases related to Green Coalition activities. Ensure that all documents are properly organized and easily accessible.
• Meeting Logistics: Assist the Meeting Coordinator in managing meeting logistics, including scheduling, preparing materials, and coordinating with participants.
• Communication Support: Collaborate with the Communication Coordinator to facilitate internal and external communication efforts, including drafting communications, managing contact lists, and maintaining communication records.
• Technical Initiatives Support: Aid the Technical Coordinator in administrative aspects related to technical initiatives, such as organizing meetings, managing project documents, and coordinating with technical specialists.
• Document Management: Assist in the management of documents and records pertaining to the Green Coalition from its inception. Ensure the proper recording and storage of documents in accordance with established principles.
• Correspondence: Handle email correspondence, respond to inquiries, and draft routine communications on behalf of the Green Coalition team.
• Calendar Management: Maintain and update calendars for Green Coalition members, scheduling meetings and appointments as needed.
• Travel Arrangements: Assist with travel arrangements, including booking flights, accommodations, and transportation for Green Coalition members as required.
• Financial Recordkeeping: Assist in tracking expenses and managing budget-related documentation, ensuring compliance with financial guidelines.
• Coordination: Collaborate with team members, both within the Green Coalition and with external stakeholders, to ensure seamless coordination of activities and initiatives.
• Support for Special Projects: Assist in the execution of special projects and initiatives as directed by Green Coalition members.
• Support for the events:  collaborate with the IDB Country office in Brazil in the preparation of local events occurring in Brazil, such as the G-20, ALIDE, FICS, among others.
• Administrative Support: Provide administrative support to the CMF team in Brazil in managing the documents of the Division projects. 

What you’ll need 

• Education: Bachelor’s degree (or equivalent advanced degree) in Business Administration other fields relevant to the responsibilities of the role.
• Experience: At least 2 but less than 5 years of progressive experience in Administrative Support including record keeping, communication support, meeting and events logistics.
• Languages: Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable

Source: https://iadbcareers.referrals.selectminds.com/jobs/consultant-administrative-assistant-6328