IDB Lab Administrative Support Consultant (LAB/LAB)
Location:
The IDB Group is a community of diverse, versatile, and passionate people who come together on a journey to improve lives in Latin America and the Caribbean. Our people find purpose and do what they love in an inclusive, collaborative, agile, and rewarding environment.
About this position
We are looking for a dynamic, self-starter and highly organized individual with excellent service orientation skills to support the office of IDB Labโs CEO and its Leadership Team (LT). As the Administrative Support Consultant, you will be working along with the CEOโs executive coordinator and the unit coordinators to support several corporate processes and activities, while ensuring an efficient office workflow.
What youโll do:
Administrative Support:
- Monitors IDB Lab CEOโs daily agenda.
- Coordinates meetings with internal/external clients and stakeholders and arranges the required information for successful meetings.
- Provides logistical support in the planning and coordination of meetings with external parties, and across IDB Lab, making sure all requests are promptly answered.
- Coordinates logistics for webinars and other virtual and in-person events, including setting up virtual links, conference rooms, catering, special equipment, requests for entrance to the IDB premises, travel authorizations, and expense statements.
- Compiles the information, reports, briefings, and presentations needed for official missions.
- Processes AM-130 policy and IDB Lab mission memos related to non-operational matters for all IDB Lab personnel.
- Assists in processing the Departmentโs business trip announcements of travel to LAC, in processing non-objections from the Office of Outreach and Partnerships (ORP) for travel to Europe and Asia, in following up on back-to-office reports and in keeping record and monitoring the Departmentโs overall travel activity.
- Edits and formats documentation and e-mails, proofreads internal documents, reports, and PowerPoint presentations.
- Conducts routine monitoring of office supplies inventory. Keeps the supply room organized and well-stocked.
- Acts as backup of the CEOยดs executive coordinator, and the LT coordinators.
- Monitors and supports the organization and maintenance of the premises in the HQ office, opening tickets in Service Now to request the necessary services.
- Support the coordination and organization of IDB Lab corporate events as it pertains to the CEOโs participation and the board members.
- Elaborate and maintain the travel control for the CEO and LT of IDB Lab.
- Provide support to the administrative coordination of the digital transformation program: organize meetings, prepare follow-up documents, assist in the preparation of terms of reference, vendor management and updating planning and communication tools in SharePoint.
2. Communication, systems, and data management:
- Collaborates with translations of IDB Lab communications.
- Proactively disseminates information that is valuable to colleagues and systematically shares webinar talking points and other relevant information useful for relevant members. Participates in communications team meetings.
- Organizes electronic and physical files for easy access and maintains organized physical space of the office.
- Guides others on how and where to obtain the knowledge to ensure compliance and resolve inquiries about administrative policies, procedures, and systems.
- Leads client relationship management inputs: Collects information from the CEOโ contacts and leads and maintains the records updated record in Salesforce.
- Supports managing the internal communications channels on Teams and the distribution lists.
3. Team building:
- Helps coordinate and implement relevant team and talent development initiatives.
- Supports, in coordination with the Finance and Administration Unit (FIA), the onboarding and offboarding processes of the IDB Lab personnel (welcome messages, adding the team member to the communication channels, distribution of the onboarding package, etc.)
What you'll need
- Education: bachelorโs degree (or equivalent advanced degree) in business administration, human resources, or other fields relevant to the responsibilities of the role.
- Experience: At least four years of progressive experience in support or coordinator roles at managerial or executive level
- Languages: Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.
Key skills:
- Learn continuously.
- Collaborate and share knowledge.
- Focus on clients.
- Communicate and influence.
- Innovate and try new things.
Digital Skills:
- MS Office 365, Teams, Sharepoint