M26372 Administrative Assistant (Locally Recruited)

CIMMYT; Mexico; On-site; MXN 180,000 - 300,000; Full time

Benefits offered by this job

Year-end bonus 40 days

Vacation premium 56%

Life & medical insurance

Supermarket coupons

Savings fund

Social benefits (IMSS/SAR)

Job summary

CIMMYT in Mexico City is seeking an Administrative Assistant to provide comprehensive support to the Director General’s Office, coordinating correspondence, calendars, travel, and expense processing.

The role requires top-tier organizational skills, discretion, and the ability to manage multiple priorities while communicating effectively in English and Spanish. A bachelor’s degree and 4+ years of executive support experience are expected, with proficiency in Microsoft Office.

Qualifications

• Bachelor’s degree in Administration, Business Administration, Office Management, International Relations, or a related field.
• Minimum 4 years of relevant administrative or executive support experience.
• Experience handling confidential information and coordinating multiple priorities.
• B2 level of English, with good written and verbal communication skills in English and Spanish.
• Strong organizational and time-management skills.
• Good judgment, discretion, and ability to work effectively under changing priorities.
• Interpersonal and communication skills with senior stakeholders.
• Knowledge of Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Attention to detail and accuracy.
• Professional and service-oriented approach.

Responsibilities

• Provide administrative support including managing correspondence, preparing and formatting documents, maintaining filing systems, and supporting daily office activities.
• Coordinate Director General's calendar, meetings, and travel arrangements.
• Assist with expense reports, payment requests, purchase orders, and other administrative transactions.
• Coordinate meetings, invitations, materials, and logistics (virtual and in-person).
• Maintain confidential records and handle sensitive information with discretion.
• Coordinate with internal and external contacts on meetings, travel, and admin matters.
• Follow up on requests and pending actions to ensure timely responses.
• Provide support during high workload periods and in the absence of the Executive Assistant.

Skills

English proficiency

Organizational skills

Communication

Multitasking

Education

Bachelor’s degree in Administration / Business

Tools

Microsoft Office

Job description

CIMMYT is a cutting-edge, non-profit, international organization dedicated to solving tomorrow's problems today. It is entrusted with fostering improved quantity, quality, and dependability of production systems and basic cereals such as maize, wheat, triticale, sorghum, millets, and associated crops through applied agricultural science, particularly in the Global South, through building strong partnerships. This combination enhances the livelihood trajectories and resilience of millions of resource-poor farmers, while working towards a more productive, inclusive, and resilient agrifood system within planetary boundaries.

For more information, visit cimmyt.org.

The Administrative Assistant will provide administrative and operational support to the Director General's Office, contributing to the effective coordination of daily activities and the smooth functioning of office operations.

The position will support correspondence management, calendar coordination, meeting arrangements, travel logistics, expense processing, and general administrative activities. Given the nature of the Director General's Office, the role requires a high level of organization, discretion, professionalism, responsiveness, and sound judgment when handling sensitive information and coordinating with senior internal and external stakeholders.

Key Responsibilities:

• Provide administrative support including managing correspondence, preparing and formatting documents, maintaining organized filing systems, and supporting daily office activities.
• Support the Executive Assistant with the coordination of the Director General's calendar, including meeting scheduling, appointment coordination, and follow-up on meeting requests.
• Coordinate travel arrangements, including flights, accommodation, ground transportation, itineraries, and other related logistics.
• Assist with the preparation and processing of expense reports, payment requests, purchase orders, and other administrative transactions.
• Coordinate virtual and in-person meetings, including invitations, meeting materials, and logistical arrangements.
• Maintain accurate and up-to-date administrative records and documentation, handling confidential and sensitive information with discretion.
• Coordinate with internal colleagues and external contacts on meetings, visits, travel, and other administrative matters related to the Director General's Office.
• Follow up on requests and pending actions, helping ensure timely responses and appropriate coordination.
• Provide administrative support during periods of high workload or in the absence of the Executive Assistant, as required.
• Provide general administrative and logistical assistance responding to changing priorities and operational needs.
• Perform other related tasks within the job level as requested by the immediate supervisor.

• Bachelor's degree in Administration, Business Administration, Office Management, International Relations, or a related field.
• Minimum 4 years of relevant administrative or executive support experience.
• Experience handling confidential information and coordinating multiple priorities in a professional environment.
• B2 level of English, with good written and verbal communication skills in English and Spanish.
• Strong organizational and time-management skills.
• Good judgment, discretion, and ability to work effectively under changing priorities.
• Good interpersonal and communication skills, including interaction with senior internal and external stakeholders.
• Knowledge of Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.
• Strong attention to detail and accuracy.
• Professional and service-oriented approach

Core Competencies

• Organization and time management.
• Effective communication.
• Teamwork and collaboration.
• Service orientation.
• Attention to detail.
• Initiative and proactive problem-solving.
• Adaptability and flexibility.
• Discretion and confidentiality.

CIMMYT offers an attractive remuneration package and support for continuous professional development. In addition to the provisions of the Mexican Labor Law our package of benefits includes year-end bonus (40 days), vacation premium (56%), life and medical insurance, supermarket coupons, savings fund, social Mexican benefits (IMSS, SAR / Infonavit).

Please note only short-listed candidates will be contacted.

Foreign national candidates must have legal documents to work in Mexico.

This position will remain open until filled.

CIMMYT is an equal opportunity employer. It fosters a multicultural work environment that values gender equality, teamwork, and respect for diversity.