Role purpose

The primary purpose of this role is to provide comprehensive administrative and operational support to the Office of the Executive Leadership, ensuring the efficient coordination of executive activities, administrative processes, and logistical operations that enable the effective functioning of the Executive Leadership’s Office.

Although the role is principally administrative, it requires an individual capable of operating successfully within an exceptionally demanding executive environment. 

The successful candidate will demonstrate the responsiveness, adaptability, resilience, and commitment required to support rapidly changing priorities while maintaining the highest standards of professionalism, confidentiality, and accuracy.

Major Duties and Responsibilities

The successful candidate will primarily be responsible for:

• Coordinating complex international travel arrangements, acting as the principal liaison with the travel management provider and managing reservations, itinerary modifications, travel documentation, visa requirements, and last-minute changes through SAP Concur.
• Managing administrative processes using SAP ERP, SAP Concur, and SAP Ariba, including travel and expense management, budget monitoring, budget execution, procurement workflows, purchase administration, and financial follow-up.
• Coordinating procurement activities, vendor relationships, purchasing processes, contract administration, and supplier management in accordance with institutional policies and procedures.
• Maintaining and organizing executive documentation, official records, confidential files, and the administrative resources supporting the Office of the Executive Leadership.
• Coordinating national and international meetings, including scheduling, invitations, logistics, venue arrangements, virtual meetings, and all associated administrative support.
• Organizing high-level appointments and coordinating meeting requests involving senior internal and external stakeholders.
• Drafting, reviewing, and managing institutional correspondence, executive communications, memoranda, and other official documentation in both English and Spanish.
• Coordinating all operational and logistical activities required to ensure the efficient day-to-day functioning of the Office of the Executive Leadership.

In addition, and under the guidance and supervision of the Executive Office, the successful candidate will support:

• Administration of the Senior Executive’s calendar and scheduling priorities.
• Preparation of executive agendas, briefing materials, presentations, and supporting documentation.
• Preparation of meeting minutes and executive records.
• Monitoring agreed actions and supporting follow-up to facilitate the timely implementation of commitments.

Success Factors

The successful candidate will be recognized for:

• Delivering exceptional administrative and operational support within a demanding executive environment.
• Anticipating priorities and responding with professionalism, accuracy, and sound judgment.
• Building trusted relationships with senior internal and external stakeholders while exercising diplomacy and discretion.
• Managing highly confidential information with integrity and absolute confidentiality.
• Demonstrating resilience, adaptability, responsiveness, and composure under pressure.
• Consistently contributing to the effective functioning of the Executive Office through operational excellence and a strong service orientation.

Profile 

Experience

• A minimum of ten (10) years of progressively responsible experience providing senior administrative and operational support within complex international organizations is required.
• Candidates should demonstrate substantial experience coordinating complex international travel, procurement and purchasing processes, budget administration, vendor management, executive documentation, institutional communications, and high-level meeting logistics. Previous experience supporting Presidents, Chief Executive Officers, Executive Directors, Secretaries General, Ambassadors, Ministers, or other senior institutional leaders within multilateral organizations, international organizations, diplomatic missions, government entities, or similarly complex international environments will be highly regarded.

Education

• University degree in Business Administration, Public Administration, International Relations, Executive Secretarial Studies, Communications, or 

another relevant discipline.

Languages

• Professional fluency in both English and Spanish, written and spoken, is essential.

Key Skills and Technical Knowledge

• Exceptional judgment, discretion, and professionalism when managing highly confidential information.
• Executive presence, emotional intelligence, and the ability to build trusted relationships with senior internal and external stakeholders.
• Outstanding organizational and planning skills, with the ability to manage multiple priorities while maintaining exceptional accuracy and attention to detail.
• Strong communication skills, with excellent written and verbal proficiency in both English and Spanish.
• High levels of resilience, adaptability, responsiveness, and composure in a demanding executive environment.
• Proactive, service-oriented mindset with a commitment to operational excellence and continuous improvement.
• Demonstrated experience using SAP ERP, SAP Concur, and SAP Ariba, including travel management, expense reporting, procurement processes, budget monitoring, budget execution, and vendor administration.
• Strong knowledge of procurement procedures, financial administration, purchasing processes, and contract coordination.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, and Teams).

Terms of Appointment

• Contract type: Permanent (Staff)
• Work modality: Office-based

Benefits include:

• Competitive compensation and annual bonus.

• Leave and vacation.

• Health insurance.

• Wellness programmes.

• Professional development opportunities.

• Educational assistance for dependents.

Role Location

Panama City, Panama

How to Apply

To apply for this position, please ensure you complete the Application Form provided below by 18 August 2026 (23:59 hrs, GMT -5). It is essential that you submit your CV in English, specifically in Microsoft Word format (.doc/.docx), not exceeding 10MB.

Applications in other languages or formats will not be considered.

Rest assured, all information will be handled with the utmost confidentiality.

SRI Executive is exclusively retained by the International Organization to undertake this assignment.