Americas Society/Council of the Americas ("AS/COA") are sister organizations providing the most trusted forum for debate on issues affecting the Western Hemisphere and advancing the common agenda of economic and social development, open markets, and democracy. Headquartered in New York City, with offices in Washington, DC and Miami, the organizations work to influence policy in the Americas through a combination of events, publications, media, and advocacy.
Council of the America's membership consists of 200+ leading international multinational companies representing a broad spectrum of sectors, forming a network that supports efforts to conduct business in Latin America.
AS/COA seeks a seasoned administrative assistant to provide administrative and program support for its Washington, DC office.
The principal responsibilities of this position include, but are not limited to: Program SupportFunctioning as the primary liaison with our New York and Miami offices.Support office staff in all aspects of events production and implementation.Coordinate program and event planning and logistics, to include set-up, venue identification and liaison, scheduling/coordinating Washington-led activities on all relevant calendars, meeting prep, food and beverage procurement, and service delivery.Maintain high facility with FONTEVA database management tools, working with the key Washington coordinator for FONTEVA implementation, to:Work across teams to ensure accuracy, build lists, and promote effective utilization of data.Create and manage events, contact, invites and registration, membership and sponsorship records and related program information.Maintain attendance and close-out of program activity.Other actions as appropriate.Office AdministrationOversee and support administrative duties for the office with day-to-day responsibility for "suite operations."Coordinate with building management regarding operational issues.Coordinate maintenance issues with building staff.Oversee outside contracts and maintenance services for office.Ensure proper office appearance.Coordinate weekly work schedules for DC team.Serve as the primary point of contact in coordinating services with outside vendors; receive invoices and statements, review for accuracy, complete internal documentation, liaise with NY accounting office for payments.Reconcile monthly AMEX statement for Washington program activity.Manage paperwork for new hires/interns and work with NY administrative staff to maintain accurate records.Keep accurate files for vendor payments, banks statements, and employee information as appropriate.QualificationsProven experience as an administrative assistant, or in a similar role.Proficiency in Microsoft Office Suite.Familiarity with Salesforce's FONTEVA software preferred.Experience with calendar management and scheduling software.Ability to use collaboration tools (Zoom, Microsoft Teams).Strong interest and background in the Americas a plus.Bilingual proficiency in Spanish required. Portuguese a plus.Exceptional organizational skills and attention to detail.Strong multitasking abilities to handle multiple projects simultaneously.Professional demeanor with the ability to interact comfortably with colleagues and high-level individuals.This is a full-time position. Employees are currently working a hybrid schedule each week.
The salary range for this position is $50k - $60k.
In addition, AS/COA offers outstanding benefits including an excellent health and dental plan, vacation, and generous 401(k) retirement plan.
Qualified candidates must be eligible to work in the United States to be considered.
Americas Society/Council of the Americas is an equal opportunity employer. All qualified applicants will receive consideration for employment without unlawful discrimination based on race, color, creed, national origin, sex, age, disability, marital status, sexual orientation, or citizenship status.
To apply: Please submit via email a résumé and a cover letter describing why you are interested in and suited for the position, with the subject line "Administrative Assistant, AS/COA" to Claribel Colon at ******** . No phone calls please.
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