Executive Assistant / Office Manager

• Mar 2023 - Present

Office Manager, Facilities & Administration

• Jul 2021 - Mar 2023

Reporting into Regional Manager, Facilities & Administration based in Madrid, Spain - Leads the day-to-day operations of Argentinean office with 50 workstations, ensuring processes are streamlined to achieve maximum efficiency in terms of cost and productivity. - Provides facilities support services to 450 employees in Argentina. - Manages the overall operations of the Argentina office, involving essential central services such as reception, security, emergency management, health & safety, meetings, company events, preventive and corrective maintenance, construction works and office moves, among others, to ensure office operations run smoothly. - Responsible for procurement, vendor selection and vendor management, - Conducts office lease agreements negotiations, having achieved measurable savings larger than USD 200 K. - Corporate representative for business needs vis à vis building administration, law firm, accounting firm and owner of the property leased. - Assists with management of local Facilities & Administration budget, annual budget preparation and forecasting. - Coordination and delivery of Facilities & Administration induction for new employees. - Supports other Global Business Services functions at a local level such as Finance, HR and IT. - Keeps corporate management informed of any issues within the organization that require attention. - Assists with additional facilities-related projects for the department as assigned. - Active member of global teams such as Sustainability, Records & Information Management, Business Continuity and Wellness teams. Show less

Office Manager, Facilities Corporate Services

• Apr 2018 - Jun 2021

Reporting into Regional Manager, Facilities Corporate Services based in head office in Raleigh, United States - Manages administrative, business and facility support functions for 250 employees in Argentina, including reception, shipping, accounts payable coding, maintenance of office equipment, business resumption plan, ordering and distribution of supplies, security programs and relationship with service providers, among other tasks. - Provides facility support to other LatAm countries such as Brazil, Peru, Mexico, Colombia, Chile and Guatemala. - Responsible for vendor management, with a budget approval capacity for purchases up to USD 5 K. - Leads reception and administrative support staff, first point of contact of the company. - Manages procurement of facility equipment and office supplies including researching product/service, cost compare pricing, negotiate final terms, select vendors, overseeing installation, maintaining spreadsheets, analyzing bids, various levels of negotiations and assisting in development of Requests for Proposals. - Works closely with corporate management when dealing with global contracts to ensure that the company guidelines are met. - Assists in planning for regional office growth; oversees and directs actions to ensure the economic and efficient use of facility. - Participates in office lease negotiations and engages with all ofice expansion teams as functional expert to ensure facility build out meets standards and negotiated leave concessions/economics are fully met. - Recommends and implements operational policies and procedures for office services; ensures that professional office environment is properly maintained. - Schedules and reviews project tasks; provides leadership in the delivery of services to internal and external clients. - Ensures that staff fulfill their responsibilities in accordance with company policies, procedures and Standard Operating Procedures; ensures HR processes are properly implemented. Show less

Senior Administrative Associate, Facilities Corporate Services

• Jun 2015 - Apr 2018

Reporting into Office Manager, Facilities Corporate Services based in Charlottesville, United States - Answers main phone. Organizes and prioritizes large volumes of information and calls. Communicates with both internal and external personnel as required. - Receives and distributes incoming mailing and coordinates outgoing mail, including courier services and interoffice mail distribution. - Coordinates preventive and corrective maintenance tasks with the Building Administration and essential office services with external vendors. - Establishes, develops, maintains and updates filing systems. Retrieves information from files. - Schedules and organizes complex activities such as meetings, travel, conferences and other activities for members of the department. - Provides high-level administrative support to local staff and other LatAm offices (Brazil, Peru, Mexico, Colombia, Chile and Guatemala). - Sets up and maintains files, compiles data, prepares reports, presentations and graphics; provides employees with office supplies, performs data entry, proofreads and compiles special reports. - Monitors departamental budget and tracks office expenditures. - Coordinates varied activities requiring the application and interpretation of agency procedures, policies, laws and regulations. Reviews information for completeness and accuracy using multiple guidelines. - Schedules meetings and meeting arrangements. Provides meeting support as needed (e.g. scheduling conference rooms, coordinating catering, logistics). - Prepares and maintains documentation, plans, reports, spreadsheets, logs, etc. to support functions. - Handles special projects and executes research and data analysis tasks. Show less

Bilingual Receptionist & Administrative Assistant, Accounting & Finance

• Sep 2013 - Jun 2015

Reporting into Regional Director, Accounting & Finance based in Buenos Aires, Argentina / Sao Paulo, Brazil - Answers main phone. Takes messages and answers routine and non-routine questions. Provides information to callers. Communicates with both internal and external personnel as required. - Receives and distributes incoming mailing and coordinates outgoing mail, including courier services and interoffice mail distribution. - Coordinates preventive and corrective maintenance tasks with the Building Administration and essential office services with external vendors. - Provides administrative support to staff as needed, for copying and large-scale mailings, etc. - Performs invoices reconciliation and files physical and digital Accounting & Finance documentation. - Provides employees with office supplies, sets up and maintains files, compiles special reports, presentations and graphics, performs data entry and proofreads. - Schedules meetings and meeting arrangements. Provides meeting support as needed (e.g. scheduling conference rooms, coordinating catering, logistics). - Prepares and maintains documentation, plans, reports, spreadsheets, logs, etc. to support functions. Show less