Responsibilities:

• Provides administrative support to ensure efficient operation of the Miami office
• Build relationship with other members of the administrative staff
  • Work in conjunction with other EAs to ensure most efficient processes are followed when booking flights, preparing agendas, arranging accommodation, arranging transport to/from airports, researching COVID requirements when traveling to various countries and booking appointments for COVID tests, arrange necessary VISAs, be adaptable to last minutes changes and be available to update itineraries (including tasks for quarterly management review meetings and schedules).
• Arrange in-office meetings and coordinate with all participants regarding flight schedules and arranging of accommodations in Miami (following Barrick policies and preferred vendors)
• Manage emails from management and action on a priority basis.
• Be the primary contact for any letters, packages, phone calls and other forms of correspondence delivered to the Miami office. Also sending of any correspondence via FedEx, UPS, DHL, etc.
• Corresponds with office manager/landlord (Stiles) on any updates, cost increases, AC services, arranging overtime accessibility and AC schedules (pre-approval needed during non-office hours)
• Manage onboarding of new suppliers/vendors
  • Uploading PRs, POs, Invoices into SAP
  • Manage timely approval by cost owner (follow up with approver to ensure timely approval).
  • Manage start to finish of these processes (ensure completion of the workflow until settlement of invoices).
• Create and maintain filing systems, both electronic and hard copy
• Manage accounts and perform bookkeeping - applying of corporate credit cards, submission and compiling of management expense claims, etc.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies (office and Kitchen Supplies)
• Track and replace office supplies as necessary to avoid interruptions in standard front office procedures – includes but not limited to – replace pens, printer paper, coffee, hand sanitizer, envelopes, notebooks, dishwashing pods, replace fridge filter, replace printer cartridge, etc.
• Assist colleagues with ad hoc project – sifting through CVs to identify candidates who meets the job requirements, Write and edit documents from letters to reports and instructional documents, applying management signatures after approval is obtained on relevant documents,
• Keeps management informed by reviewing and analyzing special reports, summarizing information, and identifying trends – tasks including assessing more cost-efficient suppliers, service providers and any other value adds.
  

Qualifications, Skills & Abilities

• Bachelor’s degree or equivalent experience
• 5-10 years of administrative support experience
• 2+ years of executive level support experience, preferred
• Exposure to project and process management
• Proven ability in conflict resolution
• Exposure to executive communications
• Fluent in English and Spanish speaking, reading, writing, and understanding.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and G-Suite.