JOB DESCRIPTION

Position: Bilingual Administrative Assistant – Hybrid Office/Telework
Status: Full-Time
Hours: Contract Position, 5 days per week, from 8:30-5:30 with hybrid office/telework

*Must speak fluent Spanish and English*

ABOUT THE ORGANIZATION:
This is a fantastic career opportunity for a bilingual professional to start as a temporary contractor with the possibility of becoming converted to an permanent employee of this world-renowned organization. Several of our temporary extremely contractors have been hired by the organization. This organization is a specialized international health agency working with countries throughout the Americas to improve and protect people's health. It is an welcoming and positive work environment which allows some days of telework from home and some days of working in the office on-site in DC. Very metro accessible.

COMPENSATION & BENEFITS:

$23/hr
Career Opportunity with reputable international organization
Hybrid Role (Partially remote telework from home)
Paid Sick Time
Paid Vacation
Health insurance, medical and dental
Free FinFit Financial Wellness Benefit
Free Personal Financial Training Library Benefit
Shopping Discount Program, Workplace Advantage
Employee Assistance Program
Counseling
Legal & Financial Consultations
Pharmacy Discount Card

ESSENTIAL FUNCTIONS:

a) Provide secretarial and administrative support to the Office of the Deputy Director; receive visitors, place and answer telephone calls, handle confidential and sensitive matters with great discretion; prepare agendas and other background documents as needed;

b) Support and coordinate with the Executive Assistant the scheduling and organization of meetings and appointments and manage the DD’s calendar;

c) Provide administrative and secretarial support to the Director Emeritus. This includes tasks such as assistance with the preparation of correspondence and documents in Word, PowerPoint presentations, proofreading and formatting of documents, travel arrangements, and calendar management as needed;

d) Receive, review, register and route incoming correspondence and bring confidential and urgent matters to the attention of the Deputy Director’s Team. Manage incoming correspondence in the Correspondence Tracking System (CTS) and acknowledge receipt and route accordingly;

e) Review all outgoing correspondence requiring the official signature; proofread for style, punctuation, grammar, spelling and adherence to the Organization’s standards and policies; recommend revisions to correspondence and other documents to ensure that they are clear and accurate in content;

f) Maintain up-to-date lists including contact details of government authorities in the United States, Canada and Puerto Rico with whom the Office of the Deputy Director frequently interacts and corresponds;

g) Assist in preparing in final form correspondence, reports, tables, charts, spreadsheets, forms, Power Point presentations, etc in English and in Spanish.; proofread to ensure adherence to established norms and practices, accuracy, correct spelling and punctuation, neat presentation, and orderly presentation of the text; draft and prepare routine correspondence on own initiative or from verbal instructions;

h) Support, in collaboration with the Executive Assistant, the Deputy Director’s travel arrangements; prepare and organize pertinent material for use of the Deputy Director on official trips; coordinate all the logistics for official trips; prepare travel authorizations and obtain security clearances; follow up on pending matters related to travel in the absence of the Executive Assistant responsible for this duty;

i) Assist in the arrangement of appointments and maintenance of the Deputy Director’s calendar; prepare agendas and other material for use on official trips or special meetings in the absence of the Executive Assistant responsible of this duty;

j) Establish and maintain physical and electronic files and controlled reference material; conduct research of files, reports, and other sources to obtain material requested and, when necessary, compile summaries;

k) Provide support with the management of the Deputy Director’s corporate email box, reviewing and directing messages; send periodic communications on PAHO’s work and other relevant information to USA, Canada and Puerto Rico;

l) Support the monitoring of the status of key office personnel actions and follow-up with the appropriate departments on staff reassignments and temporary staff; assist with the administrative process of the recruitment and selection of senior level staff in the Office; assist in the timely submission of the Performance planning and evaluation System (PPES) reports for all staff reporting directly to the DD;

m) Assist with the procurement of office supplies and materials;

n) Perform other related duties, including backstopping for other team members, as assigned.

Experience required:

Must speak fluent Spanish and English

5 years administrative experience, along with below technical experience.

– Word processing in accordance with established standards.

– Proficiency in the use of computer software in accordance with assigned responsibilities.

– Ability to write/originate routine and non-routine correspondence and reports in English and Spanish.

– Ability to prepare working translations.

– Ability to plan, organize, coordinate and carry out administrative processes such as: meetings, recruitment of staff, personnel matters, preparation of formal publications, budget and expenditures records, acquisition of supplies.

– Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.

– Ability to coordinate, monitor and control administrative services affecting several projects and involving the allocation of work, developing/adjusting operational procedures, evaluating priorities, coordinating and supporting internal day-to-day activities, etc.

The nature of the Office requires sensitivity, confidentiality and respect for all contacts and information processed.

#IND2

Job Type: Full-time

Pay: $23.00 per hour

Expected hours: 40 per week

Benefits:

Health insurance
Paid time off

Schedule:

8 hour shift

Experience:

Microsoft Excel: 1 year (Preferred)
Microsoft Powerpoint: 1 year (Preferred)

Ability to Relocate:

Washington, DC 20006: Relocate before starting work (Required)

Work Location: In person

Graham Staffing Services

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