Administrative Assistant

The LA Administrative Assistance will support core activities of the Latin America 350.org team, assist with the administrative support to major projects and initiatives, manage and assist with expense tracking and documentation. As regards to budget management, the role includes assistance to LA Team Leader in expense tracking of regional and national campaigns , tracking reimbursements and advance payments and other budgetary issues . The assistant will also help the team in the supervision of vendors' contracts, particularly in the issues related to payments, reports and deliverables. The Administrative Assistant will provide logistical support for meetings and travel, and will act as a liaison with staff, consultants and partners.

This role offers a unique window into the inner workings of the organisation and the climate movement. It will be ideal for a highly organised, detail-oriented individual who has a strong interest in progressive social change and the way organisations work. The right candidate will be kind and approachable, and ready to take on challenges. They will be committed to their own well-being and the well-being of others, an excellent communicator, and able to function in a remote team that rarely meets in-person. They’ll have the ability to exercise discretion, maintain calm under pressure, and have strong prioritisation and time-management instincts.

Responsibilities

• Provide general administrative and finance (budget) management support to the 350.org Latin America Team, including calendar management, meetings or events management, logistics and support to coordination of travel arrangements and events organized by the team, etc.
• Prepare and submit expense and reimbursement requests, control payments and bank accounts of 350.org Latin America
• Communicates with 350 staff, associated consultants and others on behalf of the LA team to share updates, schedule meetings and relay other correspondence as necessary in a timely manner.
• Provides administrative support during hiring processes and logistical support for the OD team in their organising of in-person meetings involving venue identification and hire, travel and accommodation arrangements.
• Acts as the point person for any administrative tasks and issues, and composes monthly reports on the team’s work to update staff.
• Organize files and documents related to staff, vendors, events and any other relevant data to 350.org activities in Latin America,  including project documentation, articles, policies and practices, etc.
• Assists with any ad hoc project and emerging team-wide or organisational-wide administrative needs that may develop.
• Assist during team hiring and selection process; supervise compliance of HR procedures and rules, including holidays, days-off and other labor duties and rights;
• Takes notes of meetings, record decisions made and track actions agreed to.
• Understands projects, and is able to develop and maintain project reports including progress reports and other related reports.
• Participate and take minutes during team brainstorming sessions, planning, retreats, meetings, etc.
• Perform other tasks assigned by the Latin America Team Leader.