Administrative Analyst - Reception

Description

Job Summary: Work in the Controller's Office, managing communication, schedules, and meeting organization, while providing administrative support and leading the support team. Key Highlights: 1. Facilitate communication among executive management, employees, and stakeholders. 2. Manage executive-level schedules and organize meetings. 3. Provide technical leadership for the General Services support team. **Job Mission:** Work in the Controller's Office, answering and placing telephone calls and transferring them to the appropriate extensions; receiving visitors, clients, suppliers, and partners; facilitating communication among executive management, employees, and other interested parties (stakeholders); managing and updating executive-level schedules, communicating appointments, deadlines, and priorities; supporting meeting organization—including agendas, invitations, minutes, and supporting materials—as well as performing other related and inherent duties. **Main Responsibilities** * Answer and place telephone calls, transferring them to the appropriate extensions, safeguarding the organization’s positive image. * Receive visitors, clients, suppliers, and partners, ensuring courteous and professional service. * Facilitate communication among executive management, employees, and other interested parties (stakeholders). * Manage and update executive-level schedules, communicating appointments, deadlines, and priorities. * Support meeting organization, including agendas, invitations, minutes, and supporting materials. * Participate in planning corporate events, programs, and activities. * Arrange travel, accommodation, and transportation reservations for assigned personnel. * Manage office supply, cleaning, and kitchen material inventories and requisitions, preventing stockouts. * Monitor procurement and administrative requests to ensure smooth office operations. * Manage reception, internal and external mail, and courier packages, preparing monthly closing reports. * Receive and verify service provider invoices, forwarding them for recording and payment. * Support time tracking, overtime bank management, and vacation scheduling for the General Services team, in accordance with Human Resources policies. * Contribute to onboarding new employees and organizing internal training sessions and events. * Exercise technical leadership over the General Services support team, guiding and monitoring their activities.