Latam Distributors Assistant

About the Role

Provides administrative and operational assistance to the General Manager in a timely, dynamic, proactive, and organized manner. Ensures the business operates efficiently and effectively by supporting management with organizing agendas, planning and executing meetings and events, greeting office visitors, making travel arrangements, preparing expense reports, creating presentations, composing documents, and other activities. The position also leads back-office processes such as vendor management and payment, sanitary registry follow-up, and updating information in company systems.

Responsibilities

• Calendar management for the General Manager.
• Organize meetings and maintain an updated agenda for the manager.
• Follow up on requests and facilitate information needed for appointments.
• Manage bookings and travel plans for the General Manager.
• Organize receipts and prepare Travel & Expenses reconciliation on SAP Concur.
• Ensure all expenses are reported and the corporate credit card is paid on time.
• Support the preparation of reports, PowerPoint presentations, documents, and spreadsheets as requested.
• Prepare, consolidate, and facilitate meeting minutes and key action follow-up.
• Support event planning, coordination, execution, and communication (e.g., business conventions, client meetings, in-office team events, holiday parties, and gifting).
• Manage inventory requests and company branding materials (e.g., notebooks, lanyards, pens, merchandise).
• Lead office logistics, including ordering supplies, maintaining an organized work environment, and tracking office supply costs against budgets.
• Liaise with the Office Manager/Receptionist to drive maintenance efforts and building management needs for the business unit and general reception duties, including greeting clients, candidates, and visitors, and handling mail, packages, and deliveries.
• Lead back-office processes such as vendor management and payment, sanitary registry process follow-up, and updating information in company systems.
• Other responsibilities as requested.

Requirements

• 2+ years of Office Management or Administrative experience, preferably in the Cosmetics, Fashion, or Consumer Goods industry.
• Bilingual in Spanish and English (required).
• Advanced proficiency in MS Office (PowerPoint, Word, Excel, Outlook), internet, and digital tools.
• Strong partnering, problem-solving, and analytical abilities.
• Autonomous and results-driven, with exemplary planning, coordination, and organizational skills.
• Passionate about building connections and relationships, organized to support business and people needs.
• Strong communication skills and trustworthiness/discretion.
• Ability to communicate and work in a multicultural team environment.
• Detail-oriented and able to provide reliable information.

Bachelor’s degree in a related field is a plus.

Benefits

• An entrepreneurial, creative, and welcoming work culture.
• A range of learning and development opportunities.
• An international company with plenty of opportunities to grow.
• A competitive compensation and benefits package.