Executive Assistant - Mexico

Hiring Organization: 
Ford Foundation
City and State: 
Mexico and Central America - Mexico City
Description: 

SUMMARY DESCRIPTION

Executive Assistant works closely with and in support of the Regional Director (RD) for the Mexico office/International Director - Civic Engagement and Government, in relation to Programmatic and logistic matters. S/he manages various strategic initiatives of the Regional Director, manages his/her agenda and acts as a liaison with internal and external audiences and/or stakeholders.

RESPONSIBILITIES

Principal duties and responsibilities, including but not limited to:

Management of the Office of the Regional Director/International Director CEG

  • Initial point of contact for internal and external sources including screening incoming calls and visitors; provide information required and/or refer inquiries to appropriate officers and/or arrange appointments.
  • Maintains updated contact information for the Director.
  • Manages the Director’s calendar of appointments, activities and events, advising on essential and important engagements, both internally and externally.
  • Facilitates external and internal communication from the Director by preparing appropriate responses to queries and correspondence. 
  • Prepares pertinent information for the Director’s grantmaking.
  • Updates documents, prepares talking points or presentations for meetings.
  • Brings to the attention of the Director any internal or external issues that require her/his involvement or intervention. 
  • Together with the Director, sets agendas for, and participates in, regional and overseas strategy meetings.
  • Handles travel arrangements and corporate card expenses for the Director.
  • Manages/coordinates special projects with the Director, attending meetings, developing agendas, and keeping the flow of communications. 
  • Identifies, develops, designs, and manages special assignments on behalf of the Director.  
  • Facilitates relationship with key donor partners and donor networks.
  • Works with the Director to facilitate government and private sector engagements as may be required.
  • Oversees managing budget of CEG-I program.

 

Support to Mexico and Central America Office

  • Works closely with the Operations team for any Director related expenses.
  • Works with Operations Manager on special projects delegated by the Director 
  • In coordination (when applicable) with the Operations team, organizes and coordinates meetings and events (worldwide-regional and/or local-in-office), including: budget, hotels, meals, travel and related expenses, transportation, equipment, and translators.
  • Coordinates the catering of working luncheons for representational functions and prepares guest lists, invitations, and payments.

 

QUALIFICATIONS

  • Fluency in English (written and oral)
  • Academic degree in Administration, International Relations, or related
  • Solid computer literacy (MS Word, Outlook, Excel, Google)
  • Minimum six years’ experience in office administration services
  • Work experience with an international organization
  • Strong Management, organizational and planning skills
  • Strong interpersonal and teamwork skills
  • Strong ability to attend to detail and to anticipate, be alert for problems and follow-up on a large volume of activities
  • Good communications skills and the ability to handle communications tactfully and professionally
  • Ability to multi-task and balance the large number of tasks to be done, accurately set work priorities and meet deadlines, anticipate problems and show initiative in solving them 
  • Ability to work under pressure, anticipate problems, and develop solutions
  • Discretion in confidential matters
How to Apply: 
Visit the Ford Foundation Career Site to Apply
Job Category: 
Publish date: 
06/23/2022
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