IDB Invest - Senior Administrative Coordinator

We improve lives

About this position

You will be joining the Regions Department staff and working closely with the Chief of Regions, who is part of the Senior Management Team at IDB Invest. Your responsibilities will include providing professional business support, managing daily administrative tasks for the Chief of Regions, and coordinating services and processes to help the office and Department operate smoothly.

The Regions Department (RGS) manages relationships with national governments through dual reporting and oversight of the IDB Group Country Representatives in partnership with the public‑sector arm of the IDB Group, Additionally, RGS supervises the Delivery Units responsible for executing operational programs, managing client relationships at the country level, and leading upstream pipeline development for IDB Invest, under dual reporting with the Industries and Cross‑Cutting Themes Department (ICT).

RGS is composed by four Divisions as follows:

• Southern Cone Division (RGS/RSC), covering Argentina, Brazil, Chile, Paraguay, Uruguay;
• Andean Region Division (RGS/RAN) covering Bolivia, Colombia, Ecuador, Peru, Venezuela;
• Caribbean Division (RGS/RCB) covering The Bahamas, Barbados, Guyana, Jamaica, Suriname, Trinidad and Tobago; and
• Central America, Haiti, Mexico, Panama, and the Dominican Republic Division (RGS/RID)

What you’ll do

Main Functions and Responsibilities: .

• Manage complex calendars and schedule meetings, appointments, and events for Chief of Regions.
• Coordinate travel arrangements, itineraries, and logistics for Chief of Regions and the leadership team.
• Provide high-level administrative support to the Chief of Regions, ensuring efficient operations, clear communication, and smooth execution of strategic priorities.
• Facilitate communication between executives, departments, and external stakeholders.
• Handle sensitive information with discretion and maintain confidentiality at all times.
• Contribute to high quality deliverables in document review, workflow, and event coordination, including organizing events, town halls, communications, engagement activities, and similar tasks.
• Compile and prepare relevant documents for meetings, including those with external clients, stakeholders, and internal or external conferences.
• Guide professional and support staff in HQ and Country Offices on preparing, scheduling, and processing operational and non-operational documents throughout IDB Invest’s project cycle for approval, including submission to the Secretary's system.
• Identify and recommend opportunities to streamline business processes and workflows for greater efficiency and effectiveness.
• Coordinate the team of business support professionals delivering services to the RGS leadership team and officers in the field.

Communication

• Act as a liaison with other IDB Invest, IDBG organizational units, and Country Offices to coordinate activities related to the Regions Department.
• Handle internal and external communications for the Chief of Regions front office and coordinate relevant matters with IDBG Front Offices.
• Serve as a liaison with other IDBG Front Offices as needed, assist with internal information dissemination, and support the sharing of best practices.

Administration

• Handle all necessary documentation required by the Chief of Regions, their advisor, and leadership team for regular meetings of the Board of Executive Directors, Management committees, and Department-level leadership committees, as appropriate.
• Contribute to the quality control of documents.
• Carry out administrative procedures, manage office facilities, and act as the Front Office’s primary point of contact for all administrative functions.
• Oversee staff time reporting and leave administration, ensuring accurate information for the Chief of Regions, their advisor, and leadership team.

Payments and services

• Responsible for purchasing and receiving goods and administrative services for the department, under the direction of the Resources Planning and Administration Officer.
• Checks administrative forms and expenses, ensures policy compliance, and verifies fund availability with the Resources Planning and Administration Officer.
• Communicates with service providers, shares requirements, manages expectations, and addresses daily service delivery concerns.

What you'll need

Education: Associate’s degree or equivalent in Accounting, Business Administration, Finance, or another field. Candidates with an associate degree or a technical diploma from an accredited university will be considered, if they accredit at least 4 years of experience in roles that involve assisting C-level officials (Executives/VPs/Executive Directors) or execution of resource planning and administration duties.

Experience: At least 6 years of experience in Executive Assistant roles, preferably in multinational and multicultural environments. Demonstrated capacity to coordinate and provide virtual and just-in-time support under demanding situations. Proven track record handling multiple tasks in high-pressure environments. Proficiency in the use of Microsoft Office (Word, Excel, PowerPoint, Outlook) and the ability to rapidly become proficient in new software applications and systems is required. Experience assisting high-level officials (Executives/VPs or Board of Director members) is highly desirable.

Languages: Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of Portuguese is a plus.

Requirements

• Citizenship: No requirements
• Consanguinity: You have no family members (up to the fourth degree of consanguinity and second degree of affinity, including spouse) working at the IDB, IDB Invest, or IDB Lab.
  

Type of contract and duration

What we offer

The IDB group provides benefits that respond to the different needs and moments of an employee's life. These benefits include:

• A competitive compensation package
• Leaves and vacations: 24 days of paid time off + 8 personal days + sick leave + gender-neutral parental leave
• Health Insurance: IDB Group provides employees and eligible dependents with a robust medical benefits program that covers medical, dental, vision, preventive care, and prescription drugs.
• Pension plan: defined benefit pension plan that provides financial security and support employees in planning for their future.
• Hybrid and flexible work schedules.
• Health and well-being: Access to our Health Services Center that provides preventive care and health education for employees.
• Development support: We offer tools to boost your professional profile, such as mentoring, 1:1 professional counseling, training and learning opportunities, language classes, mobility options, among others.

Our culture

We ensure that individuals with disabilities are provided reasonable accommodations to participate in the job interview process. If you require an accommodation to complete this application, please email us at accommodations@iadb.org .

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