Business Support Senior Administrative Assistant

We improve lives

IDB Invest is the private sector arm of the IDB Group committed to supporting the sustainable development of Latin America and the Caribbean through the private sector. Our mission is to finance, structure, and mobilize capital for companies and projects that support economic growth, resilience, and long-term development across the region.

IDB Invest operates in 26 countries, structured across four geographic regions and three industry verticals: Infrastructure and Energy, Financial Institutions, and Corporates.

As part of its evolving business model, “Originate to Share,” IDB Invest is expanding its capacity to mobilize private capital and scale development impact across Latin America and the Caribbean, supported by a $3.5 billion capitalization from its shareholders. The model strengthens IDB Invest’s ability to originate high-quality assets, structure innovative financial solutions, and connect global capital with opportunities across the region.

About this position

We are looking for a detail-oriented, analytical, and proactive Senior Administrative Assistant. As the Senior admin assistant, you will support resource planning, operational coordination, financial monitoring, and administrative execution to ensure that the Legal Department’s activities are effectively planned, tracked, and optimized.

You will work in the Legal Operations team of the Legal Department (GCL). This team supports and optimizes all non-legal aspects of the Legal Department’s functioning, it is responsible for process improvement, technology solutions and adoption, financial management, data analysis, vendor management, knowledge management and strategic planning. This team’s aim is to enable legal professionals to focus on legal work while ensuring the department operates in alignment with organizational goals.

GCL advises Management, the Board of Executive Directors, and the Board of Governors on all legal matters relating to IDB Invest. As part of its functions, the Legal Department provides a full range of legal support to non-sovereign guaranteed operations throughout the entire transaction cycle, including origination, portfolio management, and workouts, as well as the development of new products. We also provide legal advice on all institutional and financial matters for IDB Invest, including governance, financial management, institutional integrity, and administration of human resources.

What you’ll do

The Business Support Senior Administrative Assistant will coordinate administrative, budget, operational, and process improvement activities that support effective workflow and organization within the Legal Department. The role will also serve as a point of reference for administrative functions, including office facilities, event management, information technology systems, and travel. Specific position responsibilities include:

• Execute day-to-day administrative and support functions and coordinate general office administration, ensuring proper logistics and records management, prioritization of support activities and resources, in alignment with IDB Invest policies and practices, to standardize and contribute to an effective office workflow.
• Support the Resource Planning & Administration Officer in budget monitoring, expenses, and contracts, while conducting routine budget and financial transactions such as expense statements, reimbursements, petty cash, preparation of purchase orders, as well as process vouchers and p-card payments.
• Support Legal Procurement activities and firm and vendor management, including coordination of processes for hiring external counsel in compliance with IDB Invest policies, procurement and e-billing system administration, tracking contracts, monitoring legal spending, reviewing invoices, and contributing to basic law firm performance and utilization analysis.
• Integrate inputs from various organizational units and assist in the formulation of the Department’s annual budget.
• Support human resource actions and activities, such as workforce planning support, recruitment processes, onboarding and offboarding, performance management, learning and recognition programs, engagement, diversity and inclusion, and other related activities.
• Support the design and implementation of process improvements, change management activities, technology enhancements to the administrative function in GCL, including knowledge management initiatives.
• Provide guidance to team members and more junior staff on the appropriate interpretation of administrative policies and procedures, including application of leaves and time entry procedures, records management, administrative manual, and systems.
• Provide support in relation to travel management, including tasks such as creating travel authorizations and reimbursements of expenses, preparation of non-objection emails and mission travel announcements
• Research information, collect data, gather input to independently prepare documents, create presentations, graphs, spreadsheets, and generate reports, in a periodic basis and/or upon request.
• Assist with communications such as transcribing, formatting, proofreading, inputting, editing, retrieving, copying, and transmitting text, data, and graphics for reports and other documentation.
• Support the effective operation of the Legal Department by integrating administrative execution with legal operations, resource planning, data-informed decision-making, responsible use of artificial intelligence, and the identification and implementation of process improvements, change management activities, technology enhancements, and knowledge management initiatives that improve the efficiency of team support and enhance service delivery.

What you'll need

• Education: Associate Degree in business administration or other fields relevant to the responsibilities of the role.

• Experience: At least 4 years of progressive experience as an administrative of legal operations.

• Languages: Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.

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

International staff contract, 36 months initially, renewable upon mutual agreement.

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, including an annual base salary expressed on a net-of-tax basis.

-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.

-We offer assistance with relocation and visa applications for you and your family when it applies.

-On-site position with the occasional flexibility of teleworking.

-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.

-Other office amenities (as available): Lactation Room, Daycare Center, Gym, Bike Racks, Parking, spouse career support, and others.

Our culture

At the IDB Group, we work so everyone brings their best and authentic selves to work while finding their purpose. Our people consistently strive for excellence, and we recognize and celebrate the impact of their contributions.

In our efforts to drive innovation, we intentionally include all voices, cultivate a sense of belonging and champion fairness. We welcome individuals from underrepresented groups to join us and share their unique perspectives.

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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