Administrative & Office Coordination Specialist

Livingston International; Ciudad de México; Hybrid; MXN 180,000 - 240,000; Full time

Job summary

Livingston International is seeking an Administrative Assistant to support managers and staff, handling daily office tasks and a range of secretarial duties to keep operations running smoothly. The role focuses on scheduling, travel coordination, meeting logistics, expense reporting, and reception coverage, plus handling confidential information with professionalism.

Proficiency in Microsoft Office and strong written and verbal communication are essential, with a minimum of two years related

Qualifications

• 2 years of related experience
• Required: High School/GED or equivalent
• Preferred: Associates Degree or post-secondary education

Responsibilities

• Prepare reports, meeting minutes and correspondence.
• Manage schedules, arrange appointments and itineraries.
• Coordinate meetings, travel, conference calls, and complete expense reports.
• Cover reception as required; receive and direct incoming telephone calls to the appropriate individual quickly and pleasantly
• Answer questions regarding Livingston and direct issues to the appropriate personnel
• Sort and distribute incoming mail daily
• Perform miscellaneous clerical and data entry functions
• Assemble and scan information and documents to assist the Operations Team
• Editing documents for final publication and distribution
• Assist in preparation of standard reports or communications
• Support Operations Team with meetings by coordinating rooms, refreshments and meals, IT equipment, etc.
• Perform other related duties as assigned by management.
• Adhere to established policies and procedures.

Skills

Microsoft Office

Organizational skills

Time-management

Confidential information handling

Communication skills

Interpersonal skills

Independent/Team work

Basic computer skills

Filing/Scanning

Education

High School/GED or equivalent

Associates Degree or post-secondary education

Tools

N/A

Job description

Livingston International is seeking an Administrative Assistant to support managers and staff, handling daily office tasks and a range of secretarial duties to keep operations running smoothly. The role focuses on scheduling, travel coordination, meeting logistics, expense reporting, and reception coverage, plus handling confidential information with professionalism.

Proficiency in Microsoft Office and strong written and verbal communication are essential, with a minimum of two years related