LATAM Administrative Assistant

embecta; Ciudad de México; Presencial; MXN 30,000 - 70,000; Jornada completa

Descripción de la vacante

Join a forward-thinking company dedicated to improving diabetes care. As an Executive Assistant, you will play a vital role in supporting the Senior Director for LATAM, managing schedules, travel, and communications. This position offers a unique opportunity to contribute to a culture that values diversity, growth, and collaboration. You will be empowered to bring your authentic self to work while engaging with passionate leaders and colleagues. If you are organized, detail-oriented, and ready to make a difference in the lives of people with diabetes, this role is perfect for you.

Servicios

Competitive pay

Continuous learning opportunities

Recognition programs

Life balance components

Formación

• 5+ years of experience in an executive assistant role with strong organizational skills.
• Proficiency in MS Office and managing complex calendars and travel arrangements.

Responsabilidades

• Coordinate meetings, manage travel arrangements, and handle expense claims.
• Maintain records and manage confidential documentation for LATAM operations.

Conocimientos

Excellent verbal and written communication skills

Strong organizational and multitasking abilities

Proficiency in Microsoft Office Suite

Problem-solving and critical thinking

Ability to maintain confidentiality

Educación

5+ years of experience as an executive assistant

Experience in MS Excel and all other MS products

Herramientas

Microsoft Office Suite

Concur

Workday

Descripción del empleo

embecta is a global diabetes care company that is leveraging its 100-year legacy in insulin delivery to empower people with diabetes to live their best life through innovative solutions, partnerships and the passion of more than 2,000 employees around the globe. For more information, visit embecta.com or follow our social channels on LinkedIn, Facebook, Instagram and X.

Why join us?
A career at embecta means being part of a team that values your opinions and contributions and that empowers you to bring your authentic self to work. Here our employees can fulfill their life’s purpose through the work that they do every day.

You will learn and work alongside inspirational leaders and colleagues who are equally passionate and committed to fostering an inclusive, growth-centered, and rewarding culture. Our Total Rewards program – which includes competitive pay, benefits, continuous learning, recognition, career growth and life balance components – is designed to support the varying needs of our diverse and global employees.

Please submit all resumes in English

Calendar Management

Schedule and coordinate meetings, appointments, and events for the Senior Director Commercial LATAM.

Travel Arrangements

Plan and organize domestic and international travel, including booking flights, accommodation and transportation for LATAM leader and International/ Global visits. Concur management tool support.

Expense Management

• Handle expense claims and maintain records of purchase order, invoices and expenses.

Organize and Coordinate Events

• Rooms reservation, catering and transportation services for internal and external meetings.

Communication Management

Screen and prioritize incoming communications, manage meetings, Townhalls, Internal meetings and activities in LATAM.

Information Management

Maintain and organize files, records and data systems including Legal and confidential documentation for embecta LATAM. Including:

• Maintain databases updated: ensuring accuracy and confidentiality of information.
• Record keeping: Develop and implement efficient record-keeping systems, ensuring easy retrieval of information.
• Data entry: Accurately enter data into various systems and ensure data integrity including, Concur and Associates Data.
• Responsible for updating the emails group for all Hubs.
• Reporting: Generate regular and ad hoc reports as requested by the executive, analyzing data and presenting findings on expenses control.
• Digital archiving: Organize and maintain digital archives, ensuring proper categorization and easy access to documents in TEAMS and other SharePoint.
• Document control: Manage document version control and ensure that all documents are up-to-date and properly labeled.
• Manage administrative contracts in the company system, control validation and renews according to the leader.

Additional Responsibilities

• Participate in the integration process of new members to welcome in LATAM regarding corporate systems.
• Support to IT regarding the delivery of computers and mobile phones and cards with expansion to LATAM.
• Responsible for managing the facilities, such as offices material, receiving and delivery documents and materials.
• Support leaders, visits and clients with work rooms and meetings organization.
• Manage general communication to hubs, ad hoc.
• Support the leaders with ad hoc needs aligned with your direct report.

Knowledge, Skills and Abilities

• Comprehensive understanding of administrative and executive support principles.
• Familiarity with office software and tools (e.g., Microsoft Office Suite, Concur, Workday).
• Knowledge of travel planning and logistics, including visa requirements and travel policies.
• Understanding of data management, record-keeping, and document control practices.
• Awareness of confidentiality and data privacy regulations.

Skills

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in using office software and tools for document creation, data analysis, and scheduling and ability to research and analyze information, providing insightful recommendations.
• Skilled in managing and prioritizing multiple tasks and deadlines.
• Adept at problem-solving and critical thinking.

Abilities

• Ability to work independently and make informed decisions.
• Strong interpersonal skills and the ability to build positive working relationships.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Capacity to adapt to changing priorities and work in a fast-paced environment.
• Attention to detail and a high level of accuracy in work.

Basic Qualifications

• 5+ years of experience as an executive assistant or in a similar administrative role.
• Must have experience in MS Excel and all other MS products.
• Proven track record of managing complex calendars and coordinating high-level meetings and events.
• Demonstrated ability to handle confidential information with discretion.
• Experience in managing travel arrangements, including international travel.
• Strong background in information management, including database management, document control, and digital archiving.
• Proficiency in research and analysis, with the ability to compile data and generate reports.
• Experience in expense management and familiarity with handling invoices and purchase orders.

Regular

embecta is an Equal Opportunity/Affirmative Action Employer. We do not unlawfully discriminate on the basis of race, color, religion, age, sex, creed, national origin, ancestry, citizenship status, marital or domestic or civil union status, familial status, affectional or sexual orientation, gender identity or expression, genetics, disability, military eligibility or veteran status, or any other protected status.