Business Support Senior Administrative Assistant

Job Description

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Business Support Senior Administrative Assistant

City Washington DC

Company IDB Invest

Posting End Date 9162026 1159 PM EST

We improve lives

IDB Invest is the private sector arm of the IDB Group committed to supporting the sustainable development of Latin America and the Caribbean through the private sector. Our mission is to finance structure and mobilize capital for companies and projects that support economic growth resilience and long-term development across the region.

IDB Invest operates in 26 countries structured across four geographic regions and three industry verticals Infrastructure and Energy Financial Institutions and Corporates. As part of its evolving business model Originate to Share" IDB Invest is expanding its capacity to mobilize private capital and scale development impact across Latin America and the Caribbean supported by a 3.5 billion capitalization from its shareholders. The model strengthens IDB Invests ability to originate high-quality assets structure innovative financial solutions and connect global capital with opportunities across the region.

About this position

We are looking for a detail-oriented analytical and proactive Senior Administrative Assistant. As the Senior admin assistant you will support resource planning operational coordination financial monitoring and administrative execution to ensure that the Legal Departments activities are effectively planned tracked and optimized.

You will work in the Legal Operations team of the Legal Department GCL. This team supports and optimizes all non-legal aspects of the Legal Departments functioning it is responsible for process improvement technology solutions and adoption financial management data analysis vendor management knowledge management and strategic planning. This teams aim is to enable legal professionals to focus on legal work while ensuring the department operates in alignment with organizational goals.

GCL advises Management the Board of Executive Directors and the Board of Governors on all legal matters relating to IDB Invest. As part of its functions the Legal Department provides a full range of legal support to non-sovereign guaranteed operations throughout the entire transaction cycle including origination portfolio management and workouts as well as the development of new products. We also provide legal advice on all institutional and financial matters for IDB Invest including governance financial management institutional integrity and administration of human resources.

What youll do

The Business Support Senior Administrative Assistant will coordinate administrative budget operational and process improvement activities that support effective workflow and organization within the Legal Department. The role will also serve as a point of reference for administrative functions including office facilities event management information technology systems and travel. Specific position responsibilities include

Execute day-to-day administrative and support functions and coordinate general office administration ensuring proper logistics and records management prioritization of support activities and resources in alignment with IDB Invest policies and practices to standardize and contribute to an effective office workflow.

Support the Resource Planning & Administration Officer in budget monitoring expenses and contracts while conducting routine budget and financial transactions such as expense statements reimbursements petty cash preparation of purchase orders as well as process vouchers and p-card payments.

Support Legal Procurement activities and firm and vendor management including coordination of processes for hiring external counsel in compliance with IDB Invest policies procurement and e-billing system administration tracking contracts monitoring legal spending reviewing invoices and contributing to basic law firm performance and utilization analysis.

Integrate inputs from various organizational units and assist in the formulation of the Departments annual budget.

Support human resource actions and activities such as workforce planning support recruitment processes onboarding and offboarding performance management learning and recognition programs engagement diversity and inclusion and other related activities.

Support the design and implementation of process improvements change management activities technology enhancements to the administrative function in GCL including knowledge management initiatives.

Provide guidance to team members and more junior staff on the appropriate interpretation of administrative policies and procedures including application of leaves and time entry procedures records management administrative manual and systems.

Provide support in relation to travel management including tasks such as creating travel authorizations and reimbursements of expenses preparation of non-objection emails and mission travel announcements

Research information collect data gather input to independently prepare documents create presentations graphs spreadsheets and generate reports in a periodic basis andor upon request.

Assist with communications such as transcribing formatting proofreading inputting editing retrieving copying and transmitting text data and graphics for reports and other documentation.

Support the effective operation of the Legal Department by integrating administrative execution with legal operations resource planning data-informed decision-making responsible use of artificial intelligence and the identification and implementation of process improvements change management activities technology enhancements and knowledge management initiatives that improve the efficiency of team support and enhance service delivery.

What youll need

• Education Associate Degree in business administration or other fields relevant to the responsibilities of the role. • Experience At least 4 years of progressive experience as an administrative of legal operations. • Languages Proficiency in Spanish and English spoken and written is required. Additional knowledge of French and Portuguese is preferable.

Requirements

• Citizenship No requirements • Consanguinity You have no family members up to the fourth degree of consanguinity and second degree of affinity including spouse working at the IDB IDB Invest or IDB Lab.

Type of contract and duration

International staff contract 36 months initially renewable upon mutual agreement.

What we offer

The IDB group provides benefits that respond to the different needs and moments of an employees life. These benefits include

-A competitive compensation package including an annual base salary expressed on a net-of-tax basis. -Leaves and vacations 24 days of paid time off 8 personal days sick leave gender-neutral parental leave. -Health Insurance IDB Group provides employees and eligible dependents with a robust medical benefits program that covers medical dental vision preventive care and prescription drugs. -Pension plan defined benefit pension plan that provides financial security and support employees in planning for their future. -We offer assistance with relocation and visa applications for you and your family when it applies. -On-site position with the occasional flexibility of teleworking. -Health and well-being Access to our Health Services Center that provides preventive care and health education for employees. -Development support We offer tools to boost your professional profile such as mentoring 11 professional counseling training and learning opportunities language classes mobility options among others. -Other office amenities as available Lactation Room Daycare Center Gym Bike Racks Parking spouse career support and others.

Our culture

At the IDB Group we work so everyone brings their best and authentic selves to work while finding their purpose. Our people consistently strive for excellence and we recognize and celebrate the impact of their contributions.

In our efforts to drive innovation we intentionally include all voices cultivate a sense of belonging and champion fairness. We welcome individuals from underrepresented groups to join us and share their unique perspectives.

We ensure that individuals with disabilities are provided reasonable accommodations to participate in the job interview process. If you require an accommodation to complete this application please email us at accommodationsiadb.org.

IDBInvest

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