Regional Administrative Assistant

The Nuance Group AG; Miami (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Avolta is seeking an experienced Executive Assistant to provide secretarial and administrative support to the President & CEO LATAM and the Executive Team. The role covers translations and summaries, coordinating with Legal and internal departments, organizing meetings, managing mail, calls, and travel arrangements, and ensuring adherence to policies.

The ideal candidate has education as Manager’s Assistant and at least five years in a multinational setting, with strong coordination and

Qualifications

• Essential: Education as Manager’s Assistant, 5 years of experience as assistant in a multinational organization in a similar position
• Desirable: Experience in interacting with executive management
• Desirable: Experience in project management

Responsibilities

• Translations and summaries
• Manage a collection of Regional signatures with the Legal Office
• Liaise with internal departments
• Filing, printing, copying and collating information
• Organization of internal and external meetings
• Support in international meetings' organization
• Ensure understanding and adherence to standard policies and procedures
• Picks up, sorts, and routes mail, and maintains and routes publications. Coordinates with A/P purchase of postage electronically.
• Manage incoming and outgoing calls, forward them to appropriate personnel, retrieve the message from voicemail, and forward them to appropriate personnel. Answers questions about the organization and provides callers with addresses, directions, and other information.
• Receives overnight packages and emails the addressee upon receipt ensuring packages are routed to the appropriate person. Email the addressee instead of calling, for ease of following up and cover in case the package is misplaced.
• Prepares overnight air bills upon request for outgoing packages via DHL and UPS
• Maintains stock of overnight envelopes, pouches, and air bills.
• Orders and receives office supplies for various departments. Verify invoices from suppliers. Monitors levels of office supplies and places orders accordingly
• Prepares and maintains telephone listings.
• Works with Facilities Manager in scheduling and following up on all maintenance requests. Other Facilities duties may be assigned.
• Insures visitors and vendors follow safe protocols
• Assign building access badges to visitors and new employees as directed by HR
• Other duties may be assigned

Education

Manager’s Assistant education

Job description

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At Avolta (SIX: AVOL), our people are at the driving force behind our success. With a team of over 76,000 individuals representing more than 150 nationalities, we are a truly global company driven by passion, innovation, and excellence.

Born from the combination of Dufry and Autogrill, Avolta is redefining the travel experience through the dedication and expertise of our diverse workforce. Across 73 countries and 1,000 locations, our teams bring energy, creativity, and commitment to delivering world-class travel retail and food & beverage experiences.

We operate across multiple channels - including airports, motorways, cruise ships, ports, railways, and more - offering endless opportunities for collaboration and growth. Our people are empowered to make an impact, supported by a culture that values teamwork, development, and innovation.

Sustainability and social responsibility are embedded in our strategy, ensuring we grow in a way that benefits both our employees and the communities we serve.

Are you looking for a dynamic, international career where your contributions truly matter? Join Avolta and be part of a team that’s shaping the future of travel - together.

Purpose

Responsible for assisting and providing secretarial and administrative support and backup to the President & CEO LATAM and Executive Team

Key Accountabilities

• Translations and summaries
• Manage a collection of Regional signatures with the Legal Office
• Liaise with internal departments
• Filing, printing, copying and collating information
• Organization of internal and external meetings
• Support in international meetings' organization
• Ensure understanding and adherence to standard policies and procedures
• Picks up, sorts, and routes mail, and maintains and routes publications. Coordinates with A/P purchase of postage electronically.
• Manage incoming and outgoing calls, forward them to appropriate personnel, retrieve the message from voicemail, and forward them to appropriate personnel. Answers questions about the organization and provides callers with addresses, directions, and other information.
• Receives overnight packages and emails the addressee upon receipt ensuring packages are routed to the appropriate person. Email the addressee instead of calling, for ease of following up and cover in case the package is misplaced.
• Prepares overnight air bills upon request for outgoing packages via DHL and UPS
• Maintains stock of overnight envelopes, pouches, and air bills.
• Orders and receives office supplies for various departments. Verify invoices from suppliers. Monitors levels of office supplies and places orders accordingly
• Prepares and maintains telephone listings.
• Works with Facilities Manager in scheduling and following up on all maintenance requests. Other Facilities duties may be assigned.
• Insures visitors and vendors follow safe protocols
• Assign building access badges to visitors and new employees as directed by HR

Other duties may be assigned

Experience Required

Essential: Education as Manager’s Assistant, 5 years of experience as assistant in a multinational organization in a similar position

Desirable: Experience in interacting with executive management. Experience in project management

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We look forward to connecting with you soon!