Administrative Assistant-Medellin

JITECH Inc; Medellín; On-site; COP 24,000,000 - 36,000,000; Full time

Job summary

JITECH Inc. seeks an Administrative Assistant to the President and Vice-President to provide proactive executive support, organize documents, and manage day-to-day administrative tasks.

You will prepare materials, coordinate follow-ups, maintain records, and assist with special projects, working closely with the President and Vice-President and collaborating with others as needed.

Qualifications

• Associate degree or higher in Business Administration, Office Administration, or a related field is preferred.
• 1-3 years' experience in administrative support, office administration, project support, customer service, or a related professional role is preferred; exceptional recent graduates may also be considered.
• Strong organizational skills with the ability to maintain accurate documents, records, and electronic files.
• Demonstrated ability to take initiative, follow through on commitments, and identify items requiring follow-up.
• Ability to handle confidential and sensitive company information with professionalism and discretion.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Proficiency in Microsoft Teams and Microsoft Planner.
• Excellent written and spoken English communication skills.

Responsibilities

• Provide timely administrative support to the President and Vice-President based on changing priorities and business needs.
• Prepare, format, organize, and maintain documents and other administrative materials as requested.
• Complete routine forms, paperwork, and administrative documentation accurately and on time.
• Gather information, documentation, approvals, and signatures required to complete assigned administrative activities.
• Coordinate the submission and completion of administrative paperwork and follow up on outstanding requirements.
• Support additional administrative needs of the President and Vice-President as they arise within the scope of the role.
• Maintain organized electronic folders, files, and records to ensure information is current, accessible, and properly maintained.
• File and retrieve documents and information as needed to support the President and Vice-President.
• Review administrative files and records for organization and completeness and address missing or outstanding items.
• Maintain consistent document organization and filing practices to support efficient access to company information.
• Follow up with employees, external contacts, and other stakeholders regarding information, documents, approvals, or actions requested by the President or Vice-President.
• Track outstanding administrative items and follow through with the appropriate parties until required information or actions are received or completed.
• Proactively identify administrative items requiring attention and initiate appropriate follow-up without requiring specific instruction for each action.
• Communicate clearly and professionally when coordinating requests and follow-ups on behalf of the President and Vice-President.
• Escalate unresolved items or matters requiring executive direction to the President or Vice-President as appropriate.
• Provide administrative support for special projects assigned by the President or Vice-President.
• Gather and organize information, documents, and supporting materials required for assigned projects.
• Track administrative actions, outstanding information, and follow-up items associated with special projects.
• Coordinate with internal or external stakeholders as required to support completion of assigned administrative activities.
• Maintain organized project-related documentation and provide timely updates on outstanding administrative items.

Skills

Microsoft Office

Microsoft Teams

Microsoft Planner

English communication

Organizational skills

Initiative

Attention to detail

Discretion

Education

Associate degree in Business Administration

Bachelor's degree in related field

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Position Overview

The Administrative Assistant to the President and Vice-President provides timely, organized, and proactive administrative support to JITECH's President and Vice-President. This role supports day-to-day executive activities by preparing and maintaining documents, completing administrative paperwork, organizing information, coordinating follow-ups, and assisting with the administrative requirements of special projects.

Reporting to both the President and Vice-President, the Administrative Assistant works primarily with these two roles while collaborating with employees and external contacts as required by assigned tasks. This position requires initiative and sound judgment to identify outstanding administrative items, maintain organized information, and follow through on actions without requiring specific direction for each step.

Key Responsibilities

Executive and Administrative Support

• Provide timely administrative support to the President and Vice-President based on changing priorities and business needs.


• Prepare, format, organize, and maintain documents and other administrative materials as requested.


• Complete routine forms, paperwork, and administrative documentation accurately and on time.


• Gather information, documentation, approvals, and signatures required to complete assigned administrative activities.


• Coordinate the submission and completion of administrative paperwork and follow up on outstanding requirements.


• Support additional administrative needs of the President and Vice-President as they arise within the scope of the role.

Document and Records Management

• Maintain organized electronic folders, files, and records to ensure information is current, accessible, and properly maintained.


• File and retrieve documents and information as needed to support the President and Vice-President.


• Review administrative files and records for organization and completeness and address missing or outstanding items.


• Maintain consistent document organization and filing practices to support efficient access to company information.

Follow-Up and Communication Support

• Follow up with employees, external contacts, and other stakeholders regarding information, documents, approvals, or actions requested by the President or Vice-President.


• Track outstanding administrative items and follow through with the appropriate parties until required information or actions are received or completed.


• Proactively identify administrative items requiring attention and initiate appropriate follow-up without requiring specific instruction for each action.


• Communicate clearly and professionally when coordinating requests and follow-ups on behalf of the President and Vice-President.


• Escalate unresolved items or matters requiring executive direction to the President or Vice-President as appropriate.

Special Project Support

• Provide administrative support for special projects assigned by the President or Vice-President.


• Gather and organize information, documents, and supporting materials required for assigned projects.


• Track administrative actions, outstanding information, and follow-up items associated with special projects.


• Coordinate with internal or external stakeholders as required to support completion of assigned administrative activities.


• Maintain organized project-related documentation and provide timely updates on outstanding administrative items.

Qualifications

• Associate degree or higher in Business Administration, Office Administration, or a related field is preferred.


• 1-3 years' experience in administrative support, office administration, project support, customer service, or a related professional role is preferred; exceptional recent graduates may also be considered.


• Strong organizational skills with the ability to maintain accurate documents, records, and electronic files.


• Demonstrated ability to take initiative, follow through on commitments, and identify items requiring follow-up.


• Ability to handle confidential and sensitive company information with professionalism and discretion.


• Proficiency in Microsoft Office, including Word, Excel, and Outlook.


• Proficiency in Microsoft Teams and Microsoft Planner.


• Excellent written and spoken English communication skills.

Key Competencies

• Strong organization and follow-through.


• Initiative and resourcefulness.


• High attention to detail and accuracy.


• Accountability and ownership.


• Adaptability to changing priorities and assignments.


• Sound judgment and professional discretion.


• Effective communication and collaboration.


• Ability to work independently and seek direction when appropriate.


• Commitment to quality and continuous improvement.