Regional Administrative Assistant

Avolta

About The Position

At Avolta (SIX: AVOL), our people are 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. This role is responsible for assisting and providing secretarial and administrative support and backup to the President & CEO LATAM and Executive Team.

Requirements

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

Nice To Haves

Experience in interacting with executive management.
Experience in project management

Responsibilities

Manage agenda
Administrative support
Correspondence
Translations and summaries
Execute Travel arrangements
Manage expenses
Manage a collection of Regional signatures with the Legal Office
Notarize documents (if certified)
Liaise with internal departments
Filing, printing, copying and collating information
Organization of internal and external meetings
Support in international meetings' organization
Support sponsorship activities
Perform general office duties
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