September 27, 2024

CRA-JLL - Costa Rica

San José

OTHER

Assistant Program / Engagement Partner

The Assistant Program / Engagement Partner provides executive assistant coverage and supports both program management and product-specific initiatives within the Central AI team. This role emphasizes strong organizational and communication skills to ensure the efficient execution of projects and high-quality support of AI products. The individual will coordinate program activities, assist with communication, and ensure a seamless user experience through effective engagement, issue resolution and documentation.

As an Assistant Program / Engagement Partner (70%), you will be responsible for:

Coordinating project activities and deliverables within the Central AI team.
Updating and supporting the Central AI Team roadmap and project plan.
Developing agendas, meeting materials and presentations in support of key program and project deliverables.
Facilitating communication between team members, stakeholders, and technology partners.
Organizing and maintaining project documentation and support materials.
Contributing to and disseminating training, communication, marketing materials, and user guides.
Resolving issues and taking required action to ensure delivery to plans on time and with quality.
Planning and organizing events for product training, user engagement, and stakeholder meetings.
Moderating virtual webinars and training sessions, managing participant interactions and resolving technical issues.
Contributing to and publishing key analytics and dashboard updates in support of the program.
Maintaining knowledge of core functionalities, product roadmaps, and system integrations.

Additionally, includes Executive Assistant (30%) responsibilities:

Managing executive's calendar: Scheduling and arranging appointments, meetings, and travel plans.
Screening and prioritizing incoming emails, phone calls, and correspondence.
Drafting and preparing memos, correspondence, reports, and presentations on behalf of the executive.
Coordinating and organizing meetings and events, including logistics, catering, and technology setup.
Handling confidential and sensitive information discreetly and maintain strict confidentiality.
Monitoring and managing expenses, ensuring accuracy and compliance.
Anticipating needs and proactively identifying opportunities to support the executive and improve efficiency.
Collaborating with other assistants and team members to ensure smooth operations.

Qualifications

2-3+ years of experience with stakeholder/customer/user support.
Excellent interpersonal, communication, problem-solving and organizational skills.
Driven by a sense of urgency, evidenced by swift response times to issues raised and requests submitted.
Ability to work independently, unsupervised, and as a team player.
Committed to continuous learning.
3-5+ years of administrative or program support experience preferred.