Senior Admin Assistant

At Vintti, we specialize in providing US businesses with staffing solutions that feel local. By connecting companies with Latin American professionals operating in compatible time zones, we ensure that work schedules align naturally with US business hours. This temporal harmony facilitates immediate response times, efficient project management, and a cohesive team dynamic regardless of physical location.

A Senior Admin Assistant plays a crucial role in supporting executive management and ensuring seamless office operations. This position involves handling a broad range of administrative tasks, including scheduling meetings, managing correspondence, coordinating travel arrangements, and maintaining organized records. Senior Admin Assistants are often responsible for preparing reports and presentations, liaising with various departments, and optimizing processes to increase efficiency. Their expertise in multitasking, problem-solving, and communication makes them indispensable in fostering a productive and well-organized work environment.

- Bachelor's degree in Business Administration, Management, or related field; or equivalent experience.
- Minimum of 5 years of experience in an administrative support role, preferably at a senior level.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Excellent verbal and written communication skills.
- Exceptional organizational and multitasking skills.
- Strong attention to detail and problem-solving abilities.
- Ability to manage and prioritize multiple tasks and deadlines.
- Experience handling confidential information with discretion and professionalism.
- Solid understanding of office management systems and procedures.
- Proven ability to manage complex calendars and schedules.
- Demonstrated experience in coordinating travel arrangements and detailed itineraries.
- Proficiency in preparing and editing documents, reports, and presentations.
- Strong interpersonal skills and the ability to work collaboratively with diverse teams.
- Familiarity with basic accounting and financial principles.
- Experience in event planning and coordination.
- Ability to take initiative and work independently with minimal supervision.
- Familiarity with budget preparation and expense management.
- Experience with research and data compilation.
- Understanding of HR functions and experience with onboarding and training coordination.
- Strong customer service orientation.
- Flexibility to adapt to changing priorities and handle unexpected tasks.

- Manage executive schedules and prioritize appointments.
- Coordinate travel arrangements and itineraries.
- Prepare and edit documents, reports, and presentations.
- Handle incoming communications and delegate tasks.
- Maintain organized electronic and physical filing systems.
- Screen and direct phone calls and correspondence.
- Monitor and replenish office supplies regularly.
- Organize internal and external events and logistics.
- Prepare meeting agendas, minutes, and follow up on action items.
- Assist in budget preparation and manage expenses.
- Oversee office equipment and facilities maintenance.
- Conduct research and compile project data.
- Collaborate with administrative staff for cross-functional activities.
- Handle confidential information with discretion.
- Process and track invoices and financial documents.
- Support HR functions including onboarding and training coordination.

The ideal candidate for the Senior Admin Assistant role is a highly organized and efficient professional with a bachelor's degree in Business Administration or a related field, coupled with at least five years of senior-level administrative support experience. This individual excels in managing complex schedules and coordinating detailed travel arrangements, demonstrating exceptional proficiency in Microsoft Office Suite and other relevant software. They possess outstanding verbal and written communication skills, with a sharp attention to detail and strong problem-solving abilities. Adaptable and proactive, they navigate changing priorities with ease and handle confidential information with the utmost discretion and professionalism. With a solid grasp of office management systems, financial principles, and a background in event planning and HR support, including onboarding and training, they bring a collaborative spirit and strong interpersonal skills to foster effective teamwork. Their high level of initiative, resourcefulness, and independent working capability enables them to multitask efficiently and respond to unexpected challenges with resilience and creativity. Coupled with a positive and professional demeanor, a strong customer service orientation, and an ethic of accountability, they embody the characteristics crucial for excelling in this dynamic role.

- Manage and prioritize executive schedules, including coordinating meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, reports, presentations, and other documents.
- Handle incoming communications and route them to the appropriate parties.
- Maintain and organize filing systems, both electronic and physical.
- Screen and direct phone calls and distribute correspondence.
- Monitor and order office supplies to ensure the office runs smoothly.
- Coordinate and organize internal and external events, including logistics and participant communication.
- Prepare meeting agendas, take detailed minutes, and follow up on action items.
- Assist with budget preparation and expense management.
- Oversee the maintenance of office equipment and facilities.
- Conduct research and compile data to support project work.
- Liaise with other administrative assistants and staff to manage cross-functional activities.
- Handle confidential information with discretion.
- Process and track invoices, purchase orders, and other financial documents.
- Support HR functions including onboarding new employees and coordinating training sessions.

- Proactive and self-motivated
- Strong attention to detail
- Highly organized and efficient
- Excellent time management skills
- Strong problem-solving abilities
- Discretion and professionalism in handling confidential information
- Adaptable and flexible
- Strong interpersonal and communication skills
- Collaborative and team-oriented
- Dependable and reliable
- Strong customer service orientation
- Initiative-driven and resourceful
- Ability to work independently with minimal supervision
- Ability to multitask and prioritize effectively
- Positive and professional demeanor
- Tech-savvy and quick to learn new software
- Resilient under pressure
- Strong ethic of accountability and responsibility
- Creative and innovative thinking skills

- Competitive salary range based on experience and qualifications
- Comprehensive health, dental, and vision insurance
- 401(k) retirement plan with employer match
- Paid time off (PTO) including vacations, holidays, and sick leave
- Flexible work hours and potential remote working options
- Professional development and training opportunities
- Tuition reimbursement and continuing education support
- Employee assistance programs (EAP) for personal and professional well-being
- Wellness programs including gym memberships and fitness classes
- Family-friendly benefits such as parental leave and childcare assistance
- Company-sponsored social events and team-building activities
- Opportunities for career advancement and growth within the organization
- Life and disability insurance coverage
- Commuter benefits and transportation assistance
- Access to cutting-edge office technology and software
- Supportive and inclusive work environment promoting work-life balance