Executive Assistant to CTIO & SOAR Directors (On-Site, Chile)

Aura Astronomy; La Serena; Presencial; CLP 11.000.000 - 19.000.000; Jornada completa

Descripción de la vacante

Aura Astronomy in La Serena, Chile, seeks an Executive Assistant to the CTIO and SOAR Directors to ensure smooth daily operations of both offices. You will provide executive, administrative, financial, and logistical support, including budget administration and reporting, and help implement organizational policies.

You will coordinate travel, meetings, and visiting scientists, manage telescope usage statistics, prepare reports, maintain records, and handle confidential information with

Formación

• Bachelor’s degree in Business Administration, Finance, Accounting, Organizational Management, or a related field.
• Five to ten years of experience in administrative or executive support roles, preferably within an international environment.
• Fluency in both English and Spanish, written and spoken.
• Experience with budget administration, financial control, account reconciliation, and expense tracking.
• Advanced proficiency with databases, spreadsheets, and office productivity tools.
• Experience coordinating calendars, meetings, travel, and executive activities.
• Excellent written and verbal communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Strong organizational, planning, and follow-up skills.
• Ability to work effectively with diverse and multicultural teams.

Responsabilidades

• Serve as the primary point of contact for visiting scientists and astronomers.
• Coordinate travel, accommodations, documentation, and other requirements associated with scientific visits.
• Manage and maintain telescope usage statistics.
• Support the administration and tracking of observing proposals.
• Maintain records related to science operations.
• Prepare and organize specialized reports for CTIO and SOAR.
• Provide direct administrative support to the CTIO and SOAR Directors.
• Manage calendars, meetings, videoconferences, and other commitments.
• Coordinate domestic and international travel, including reservations, documentation, and expense reports.
• Plan and support meetings, visits, and institutional activities.
• Prepare documents, presentations, meeting minutes, reports, and executive communications.
• Track agreements, commitments, and pending action items.
• Support the planning, administration, and monitoring of assigned budgets.
• Monitor expenses and verify that costs are correctly allocated.
• Perform account reconciliations and maintain accurate financial records.
• Review invoices, charges, purchase orders, and supporting documentation.
• Prepare financial and budget reports to support decision-making.
• Coordinate with the appropriate departments to resolve billing and payment questions or discrepancies.
• Ensure the efficient operation of the CTIO and SOAR Directors’ offices.
• Manage purchases, office supplies, materials, and equipment.
• Maintain organized and up-to-date files, records, and databases.
• Manage office space and coordinate its appropriate allocation and use.
• Provide administrative support for vehicle fleet management.
• Coordinate the use and administrative management of accommodations for visiting astronomers.
• Serve as a point of contact for administrative, billing, personnel, and student inquiries.
• Resolve requests and issues that fall within the position’s area of responsibility.
• Promptly direct inquiries to the appropriate individuals or departments when necessary.
• Maintain effective communication with scientific, administrative, and operational teams.
• Handle sensitive and confidential information with discretion and sound professional judgment.
• Support the implementation of and compliance with AURA and NSF NOIRLab policies and procedures.
• Remain current on changes to organizational policies, processes, and practices.
• Communicate relevant information to the Directors and appropriate teams.
• Collaborate with departments across the organization to support operational continuity.
• Identify opportunities for improvement and recommend solutions to streamline administrative processes.

Conocimientos

English fluency

Spanish fluency

Budget management

Organizational skills

Communication skills

Administrative support

Educación

Bachelor’s degree in Business Administration, Finance, Accounting, Organizational Management, or a related field

Herramientas

Office productivity tools

Databases & spreadsheets

Descripción del empleo

Aura Astronomy in La Serena, Chile, seeks an Executive Assistant to the CTIO and SOAR Directors to ensure smooth daily operations of both offices. You will provide executive, administrative, financial, and logistical support, including budget administration and reporting, and help implement organizational policies.

You will coordinate travel, meetings, and visiting scientists, manage telescope usage statistics, prepare reports, maintain records, and handle confidential information with