Provides high-level administrative support to the Manager, ensuring smooth operation of the office and effective coordination of daily activities. This role requires a high degree of independence, discretion, and judgment, as well as the ability to manage multiple priorities in a fast-paced environment. The position also contributes to continuous improvement initiatives and supports the adoption of business system frameworks (e.g., Eaton Business System).

Job responsibilities

Manage and maintain the Manager’s calendar, including scheduling appointments, meetings, and conferences.

Coordinate domestic and international travel arrangements and process expense reports.

Handle incoming calls, emails, and visitors, ensuring professional and timely responses.

Draft, prepare, and route correspondence, presentations, and reports with minimal supervision.

Maintain accurate filing systems, records, and documentation in compliance with internal standards.

Support planning activities by compiling data and preparing materials for meetings and presentations.

Provide administrative support to other leaders and functional teams as needed.

Ensure confidentiality and proper handling of sensitive information at all times.

Adapt to changing priorities, deadlines, and urgent requests with flexibility and efficiency.

Identify opportunities to improve administrative processes and recommend enhancements.

Perform in a highly dynamic environment requiring flexibility and adaptability.

Exercise significant independence and make decisions on routine and moderately complex matters.

Serve as a key point of contact for the Manager’s office, ensuring efficient communication flow.

Support continuous improvement initiatives and align with organizational frameworks for efficiency and quality.

Responsible for setting up and printing access badges in Empresalia for corporate employees, and maintaining communication with HR regarding parking spaces and access permissions in corporate offices.

Manage cleaning services at Chufani office.

Coordinate GFA events and work with HR to organize events and activities as needed.

Support HR in delivering letters, employment documentation, pantry cards, and restaurant cards to employees.

Responsible for opening purchase orders to maintain adequate supply levels and control stored items. Also request quotes and invoices from suppliers.

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Qualifications:

Education level required

Bachelor’s degree required.

Years and area of experience required

1–3 years of progressive administrative experience supporting senior-level executives.

Technical knowledge

Proficient in Microsoft Office (Word, Excel, PowerPoint).

Strong skills in calendar management, travel coordination, and expense reporting systems.

Skills:

Soft skills

High level of professionalism, reliability, and discretion.

Strong problem-solving abilities and sound judgment.

Ability to manage multiple tasks under tight deadlines.

Proactive, detail-oriented, and capable of working independently.

Ability to handle confidential and complex tasks with changing priorities.

All positions may require participation in video and in-person interviews as part of the hiring process. All candidates will be evaluated based on job-related competencies, and all candidates’ privacy rights and data security will be protected in accordance with applicable laws.

We are committed to ensuring equal employment opportunities for job applicants and employees. Our recruitment processes use balanced selection criteria and avoid unlawful discrimination against applicants on the basis of their age, colour, disability, marital status, national origin, gender, gender identity, genetic information, race or racial origin, religion, sexual orientation or any other status protected or required by law.

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