Position Description:

The Administrative Assistant provides comprehensive administrative and operational support to the Regional Commercial Director and the broader commercial team, enabling effective execution of Miraclon’s growth strategy. This role supports day-to-day coordination, vendor and purchasing processes, reporting, and cross-functional communication, ensuring smooth operations across the LAR region.

Job Responsibilities:

Executive & Administrative Support

• Manage calendars, schedule meetings, and coordinate travel for colleagues & local leaders.
• Support preparation of internal meetings, including agendas, minutes, presentations, and document formatting.
• Manage incoming calls, mail, and emails, ensuring timely handling and prioritization.
• Maintain organized electronic filing systems and handle confidential information with discretion.
• Provide occasional support to other executives or administrative staff as backup.

Vendor, Purchasing & Payment Support

• Generate purchase orders for indirect spend and coordinate with new and existing vendors on PO processes and follow-up needs.
• Submit requests for vendor creation, manual payments, and goods receipts; track outstanding items through completion.
• Monitor and follow up on pending invoices and payments with suppliers.
• Process invoices, including downloading, collating, and routing them through appropriate payment channels.
• Prepare monthly tax payroll (ISN) documentation and track payment status.

Reporting & Data Management

• Generate Salesforce reports (e.g., opportunity reports) and provide weekly updates on travel and other required metrics.
• Create and manage monthly mobile phone usage reports and process related invoices.

Cross-Functional Coordination

• Build strong working relationships with internal teams (local and global) to support information flow and scheduling.
• Assist the commercial team with administrative tasks related to finance, AP, and general operations.
• Coordinate logistics for in-house meetings, including room bookings, catering, and room readiness.

Education, Skills & Experience Requirements:

Education & Experience

• Relevant secretarial or administrative bachelor's degree, or equivalent professional experience.
• Several years of administrative experience, ideally in a professional or consulting environment.
• At least two years of experience in a similar administrative or specialist role.

Skills & Competencies

• Strong organizational skills and ability to anticipate needs, adapt to changing priorities, and manage multiple tasks simultaneously.
• Close attention to detail with the ability to review and verify one's own work for accuracy.
• Strong communication and service-oriented mindset; able to work both independently and collaboratively.
• High level of personal maturity, good judgment, and ability to work with senior leaders confidently and professionally.
• Ability to problem-solve and manage unexpected changes calmly and efficiently.
• Fluent in English (required)
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook), Salesforce, and ERP systems.