administrative assistant

Caisse de dépôt et placement du Québec; Ciudad de México; Presencial; MXN 200,000 - 400,000; Jornada completa

Descripción de la vacante

A global investment group in Mexico is seeking an experienced Administrative Assistant to support office management and promote collaboration. Responsibilities include managing schedules, organizing business trips, and ensuring the smooth operation of office activities. Candidates should have a Bachelor's degree and a minimum of 5 years of experience. Proficiency in MS Office is essential. This role offers opportunities for professional growth in a collaborative environment.

Formación

• Minimum of 5 years of experience in similar roles.
• Excellent command of English, spoken and written.
• Knowledge of budgeting concepts and processes.

Responsabilidades

• Manage schedules and emails of senior office members.
• Ensure proper functioning of office spaces and services.
• Organize business trips for team members.

Conocimientos

Collaboration

Customer service

Organization

Proactivity

Educación

Bachelor's degree in any discipline

Herramientas

MS Outlook

Excel

PowerPoint

Descripción del empleo

Overview

Become invested in the community! Join a global investment group and take pride in helping build a sustainable future. At La Caisse, we value your unique contribution to a world-class team. We give you work that allows you to flourish and excel. We offer opportunities to learn from experts who generously share their knowledge. We are fully invested so that you can fulfil our mission every day.

Over the years, we have built a strong culture based on four pillars: ambition to push ourselves further, accountability to bring our convictions to life, openness to grow through creative ideas, and collaboration to drive us toward the best outcomes.

Job Description

Administrative Assistant

Location: Mexico

Reporting to the General Manager of Private Equity and the General Manager of CDPQ Mexico, the incumbent will support and assist the office managers and assist the office coordinator in office management and general coordination. The candidate will contribute to the rigorous management of office logistics and files, as well as the promotion of collaboration and teamwork. The administrative assistant will work closely with other offices worldwide, particularly with the Montreal office. They will establish and maintain courteous and respectful relationships with internal and external partners and contribute to the achievement of their objectives.

What You Will Do

Management Support

• Receive, sort, and distribute mail to team members daily, and handle outgoing international mail;
• Perform related tasks as assigned by the team leader or required by duties;
• Administrative support: manage schedules and/or emails of senior office members by sorting and prioritizing, scheduling appointments and meetings, directly handling less important matters, and ensuring necessary follow-ups;
• Manage phone calls: receive, screen, and transfer calls when office members are absent, follow up and send information, and welcome visitors;
• Organize business trips for team members and prepare expense reimbursement requests;
• Book meeting rooms, register and welcome visitors, and inform the relevant team member;
• Update contact lists for team members;
• Prepare and review quality presentations and other documents according to the schedule.

Office Administration

• Ensure the proper functioning of office spaces, resources, and services for the smooth execution of daily activities by company employees;
• File and maintain records in an orderly and secure manner;
• Manage invoice payments from the initiation of purchase orders;
• Coordinate activities with the head office, including participation in meetings related to payments, risk management, security, and communication;
• Promote the use of effective tools and/or improve processes to optimize tracking methods;
• Maintain office supply inventory, replenish supplies as needed, and order business cards for team members;
• Perform administrative follow-up, manage deadlines, and track requests;
• Coordinate coffee and lunch services during business meetings;
• Organize files and ensure they are maintained in an orderly and secure manner;
• Maintain an inventory of supplies and ensure replenishment;
• Book taxis for guests.

What Makes You Unique

• Collaborative, works well in a team;
• Strong work ethic and good customer service sense;
• Meticulous and produces work of the highest quality;
• Rigorous; flexible and available;
• Sense of responsibility, reliability, and diligence;
• Organized; discreet; proactive.

What You Bring

• Bachelor's degree in any discipline – (Finance, HR, Marketing, Operations Management);
• Minimum of 5 years of experience in similar roles;
• An equivalent combination of education and experience will be considered;
• Excellent proficiency in general computer tools, particularly MS Outlook (calendar management), Word, Excel, and PowerPoint;
• Knowledge of Concur and SharePoint considered an asset;
• Proficiency in the use of information technology;
• Good knowledge of budgeting concepts and processes;
• Excellent command of English, spoken and written;
• Knowledge of French is an asset.

Feeling that my role is important. Having fun every day. Growing in step with my ambitions. Earning compensation that reflects my contribution. That’s the professional experience La Caisse offers!

We carefully review each application and directly contact those selected for an interview. La Caisse offers equal employment opportunities to everyone. Women, visible/ethnic minorities, Indigenous people and individuals with disabilities are all encouraged to apply. La Caisse is also committed to promoting equity, diversity and inclusion as key values and sees them as a source of enrichment and pride for all its employees. Please let us know if you require adopted measures for the recruiting process.

• Studies show that women and individuals from groups that are traditionally underrepresented are more likely to apply only when they meet all requirements. If you’re interested in this job but you don’t meet all the criteria, apply anyway!