Administrative Assistant, Chilean Patagonia

hace 5 días

Santiago, Metropolitana, Chile Dc-Aapor A tiempo completo
Administrative Assistant, Chilean Patagonia

Apply locations Chile (Santiago) time type Full time posted on Posted 30+ Days Ago job requisition id R002493

The Environment Portfolio at The Pew Charitable Trusts

For more than 30 years, Pew has been a major force in engaging the public and policy makers about the causes, consequences, and solutions to some of the world's most pressing environmental challenges. Our environment work spans all seven continents with more than 250 professionals working at the local, national, and international levels to reduce the scope and severity of global environmental problems.

Project Description
Chile's Patagonia is one of the last remaining intact wilderness areas of the world, yet today it is both under-recognized and under-protected. Pew and its partners are working to change that by promoting this region's unique value in the world and developing and implementing policies to secure the long-term protection of this remarkable landscape.

Position Overview
The administrative assistant is responsible for scheduling and coordinating virtual and in-office meetings, calendar management, travel planning, expense reimbursement, invoice management, and office management. The administrative assistant will support their Project Director, Chilean Patagonia, and other colleagues, to ensure efficient communication, information sharing and effective use of systems for organizing, tracking, and meeting deadlines.

Responsibilities

General program and administrative functions

  • Foster a work environment that is diverse, equitable, inclusive, and accessible and in line with Pew and the project's related goals.
  • Develop and maintain a basic knowledge of the environment portfolio and its structure to understand and support the organization's work.
  • Provide administrative support to project leadership (and teams as needed) to include calendar management and meeting planning.
  • Handle key administrative functions for project team including proofreading and editing documents, coordinating and preparing physical and electronic mailings, updating and maintaining databases, scheduling, and preparing for virtual and in-office meetings.
  • Contribute to and participate in tasks and special projects as requested.

Meetings and convenings

  • Schedule virtual and in-office meetings, appointments, and conferences with internal and external attendees.
  • Work closely with the project leader and other project colleagues to provide logistical and operations support for internal, portfolio-wide events and convenings.
  • Support events, including preparing name badges, collaborating with conference and events services, and coordinating meeting logistics.

Task tracking and calendar management

  • Work in close coordination with fellow team members to track tasks and deadlines; compile daily task list and schedule; support prioritization and flow of work.
  • Conduct proactive calendar management and support the smooth functioning of the project directors' schedule.

Travel and expense management

  • Prepare and submit expense reports, third-party reimbursements, invoices, and credit card coding reports.
  • Handle travel arrangements, international and domestic for program activities.

Office management

  • Ensure proper functioning of Pew's Santiago office, including restocking materials and coordinating with necessary third parties.

Requirements

  • Bilingual in English and Spanish.
  • General Certificate of Secondary Education (GCSE), or equivalent is required, college degree is preferred.
  • Five years of administrative experience in a fast-paced, dynamic environment.
  • Strong oral and written communication skills.
  • Experience with meeting deadlines.
  • Sound judgment and discretion in handling confidential information.
  • Flexibility to work as part of a team or independently.
  • Keen attention to detail.
  • Demonstrated proficiency in Office applications and electronic calendars.

Travel
Occasional domestic travel may be required.

Total Rewards
This position offers a competitive salary.

Salary Range
$29,622,500 CLP - $33,107,500 CLP

The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace.

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