Administrative Assistant

At Moody's, we unite the brightest minds to turn today’s risks into tomorrow’s opportunities. We do this by striving to create an inclusive environment where everyone feels welcome to be who they are-with the freedom to exchange ideas, think innovatively, and listen to each other and customers in meaningful ways. 

If you are excited about this opportunity but do not meet every single requirement, please apply! You still may be a great fit for this role or other open roles. We are seeking candidates who model our values: invest in every relationship, lead with curiosity, champion diverse perspectives, turn inputs into actions, and uphold trust through integrity. 

Position overview

The Office Administrative Assistant plays a crucial role in our Costa Rica office, providing on-site support across a wide range of tasks to ensure the smooth operation of our daily activities. This individual is highly organized, proactive, and possesses advanced English language skills, enabling effective communication with both international visitors and employees. Stationed at the front office, the assistant is the first point of contact, responsible for creating and maintaining a welcoming atmosphere for everyone entering our premises.

Responsibilities:
* Onboarding Support: Send welcome emails, coordinate onboarding sessions, arrange welcome breakfasts, set up desk allocations, and create personal employee cards for new joiners.
* Visitor Assistance: Prepare postcards, welcome gifts, reserve office spaces, arrange transportation, and provide guidance to visitors. Manage reservations for events such as Spotlight and Meet & Greet.
* General Administrative Assistance: Oversee meeting space bookings and desk reservations, respond to inquiries, schedule announcements, manage the office email inbox, update calendars and distribution lists, and provide overall administrative support.
* AMEX Corporate Card Management: Assist with the application process and manage monthly reports for corporate card payments.
* Access and Security: Manage access cards configurations, maintain access control logs. Coordinate with the landlord to arrange building and parking access and manage temporary access cards.
* Building Services and Office Supplies: Monitor and assess office supply levels to ensure essential items are always in stock. Create purchase orders, coordinate with vendors, and liaise with service providers.
* Local Resources Group Support: Engage in activities as a member of various groups, including volunteer activities and event coordination.
* Free Trade Zone Administrative: Handle import declarations documentation, maintain operation logs in compliance with FTZ requirements, and ensure accurate visitor asset registration.
* Ad-hoc Project Support: Be available for ad-hoc projects related to the support of all LOBs in implementing their Purpose First Guidelines and fostering a diverse, inclusive, and sustainable culture within the Costa Rica office.

Requirements:
* Mandatory advanced English language skills.
* Experience in an administrative role, ideally within a multinational environment.
* Exceptional organizational abilities and multitasking skills.
* Strong communication and interpersonal skills.
* Proficient in administrative and office software (e.g., MS Office, SiQ, Condeco).
* Capable of working independently and collaboratively.
* High school diploma required; additional certification in Administration is advantageous.

This position provides a unique opportunity to significantly contribute to the smooth operation of our office, ensuring efficient workflow and fostering a welcoming environment for both employees and visitors.

Moody’s is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, sexual orientation, gender expression, gender identity or any other characteristic protected by law.

Candidates for Moody's Corporation may be asked to disclose securities holdings pursuant to Moody’s Policy for Securities Trading and the requirements of the position. Employment is contingent upon compliance with the Policy, including remediation of positions in those holdings as necessary.

For more information on the Securities Trading Program, please refer to the STP Quick Reference guide on ComplianceNet

Please note: STP categories are assigned by the hiring teams and are subject to change over the course of an employee’s tenure with Moody’s.