Administrative Assistant Mexico - Mexico City, México - DB Engineering & Consulting GmbH

Descripción

Job description

For our consulting team in Latin America, we are looking for a proactive and detail-oriented Administrative Assistant (m/f/d) to provide crucial support to our various railway projects in Mexico. The Administrative Assistant will play a critical role in assisting the Project Management Office (PMO) and contributing to the efficient execution of multiple projects by facilitating administrative tasks, communication, documentation, and coordination for the different project teams. This role offers an excellent opportunity to contribute to the development of various infrastructure projects and is an exciting career opportunity to grow professionally in a team of senior railway engineers. Your responsibilities:

Assist in maintaining accurate and organized project documentation, including contracts, project plans, schedules, meeting minutes, and reports while ensuring that all project documents are properly filed, version-controlled, and easily accessible to team members

Serve as a central point of contact for project teams, stakeholders, and external partners

Facilitate communication by distributing information, responding to inquiries, and maintaining communication channels to ensure timely exchange of project-related updates

Schedule, coordinate, and prepare materials for project meetings, workshops, and presentations

Take concise meeting minutes, track action items, and distribute follow-up documentation as needed

Develop and maintain standardized document templates, such as project status reports, presentation decks, and communication materials, to streamline reporting and communication efforts

Assist project managers and team members in managing their calendars, scheduling appointments, and coordinating meetings, both internal and external

Collect, compile, and organize project data from various sources to generate accurate progress reports, performance metrics, and other project-related reports

Coordinate travel arrangements, accommodations, and transportation for project team members, ensuring smooth and efficient logistics during project activities

Assist in the preparation and tracking of project budgets, expenses, and financial reports

Contribute to the implementation of PMO initiatives and best practices, including process improvement projects, knowledge management efforts, and continuous enhancement of administrative workflows

Undertake various administrative tasks and special projects as assigned by the Executive Director or the Project Directors

Your Profile:

Bachelor's degree or undergraduate degree (técnico) in Engineering, Business Administration, Project Management, or a related field

Prior experience in project support/PMO roles or administrative roles, preferably within the construction, transportation, or infrastructure sector

Excellent organizational skills with strong attention to detail

Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment

Strong problem-solving skills and the ability to adapt to changing project demands

Highly resourceful team player, with the ability to also work independently

Proficiency in project management software and tools as well as MS Office Suite (Word, Excel, PowerPoint)

Readiness to travel within the LATAM region

Fluent in Spanish and professional working proficiency in English (at least B2 level). Other languages ( German) would be a plus.