Job Overview

We are seeking a highly organized and detail-oriented Administrative Assistant – Finance Specialist to provide comprehensive administrative, financial, and project coordination support across the organization. As part of a nonprofit organization, this role plays a key part in supporting office operations, finance activities, customer service, and project execution, while contributing to the development and growth of the company’s programs and business lines.

Main responsibilities:

• Perform general office administration tasks and support daily operations
• Provide administrative support to finance, project management, and leadership teams
• Assist with accounts payable/receivable, invoicing, expense tracking, and reconciliations
• Maintain accurate financial records, reports, and documentation
• Coordinate meetings, calendars, travel arrangements, and internal communications
• Process shipping, receipts, and vendor communications
• Assist customers with service-related inquiries and provide follow-up support
• Maintain organized filing systems and up-to-date employee records
• Support employment-related documentation (contracts, evaluations, etc.)
• Coordinate document preparation, review, and signature processes
• Enter and track project data, develop reports, and distribute to stakeholders
• Create project folders, proposal packages, and presentations
• Coordinate resources, schedules, and activities across multiple projects
• Develop, update, and maintain internal documentation (policies, procedures, reports, metrics)
• Assist in budget tracking and financial data entry
• Maintain inventory of office supplies and support office maintenance
• Support training coordination and professional development initiatives
• Assist in marketing content creation (e.g., Canva)
• Prepare and deliver periodic reports on progress and metrics
• Support the implementation of new policies and continuous improvement initiatives
• Collaborate on special projects and perform additional duties as assigned

General requirements:

• Fluent in Spanish and English (spoken and written).
• Proficient in Microsoft Office 365 (Teams, Share Point, Outlook, Excel, Word, Power Point).
• Experience with Canva.
• Organizational skills, attention to detail, ability to manage multiple tasks, set priorities, and be able to meet deadlines.
• Excellent verbal and written communication skills.
• Experience in project coordination (preferred).

Education Requirements:

• Bachelor’s degree in business administration, Finance, Secretarial Science, or a related field.
• A combination of education and relevant experience can be considered.

Experience Requirements:

• 2+ years of experience as an Administrative Assistant, Project Coordinator, Finance Assistant, or similar role
• Proven experience in highly confidential environments.
• Experience in highly regulated industries, such as pharmaceuticals.

Physical requirements

• Ability to sit for long periods of time.
• Light physical activity may be required occasionally.
• You should be able to visit field locations as needed.
• Must be able to use personal protective equipment (PPE) when required.
• Ability to perform in diverse industrial environments.