IDB Lab Administrative Coordinator Consultant

We improve lives

The IDB Group is a community of diverse, versatile, and passionate people who come together on a journey to improve lives in Latin America and the Caribbean. Our people find purpose and do what they love in an inclusive, collaborative, agile, and rewarding environment.

About this position

We are looking for a dynamic, self-starter and highly organized Administrative Assistant with excellent service orientation skills to support the office of IDB Lab’s CEO and its Management Team (MT). As the Administrative Support Consultant, you will be working along with the CEO’s RPA and the division coordinators to support several corporate processes and activities, while ensuring an efficient office workflow.

What you’ll do

• Coordinate executive agendas, meetings, and stakeholder engagement for the IDB Lab CEO and LAB/CMI and LAB/SKI Division Chiefs. Manage scheduling, background materials, and logistics with the CEO’s front office RPA, Bank Senior Management, Board of Directors, and internal and external stakeholders.
• Coordinate end-to-end logistics for webinars, corporate events, and virtual, hybrid, and in-person meetings, including virtual links, rooms, catering, equipment, premises access, travel authorizations, expense statements, and participation requirements for executives, Board members, guests, and teams.
• Coordinate official missions and travel processes for the CEO, LAB/CMI, LAB/SKI, and IDB Lab personnel. Prepare briefings and background materials; process AM-130 and mission memos; issue LAC travel announcements; obtain GPS non-objections; follow up on back-to-office reports; and maintain travel records and controls.
• Prepare, edit, proofread, format, and translate institutional communications and materials, including emails, documents, reports, presentations, webinar talking points, and briefings. Support internal communications through Teams, distribution lists, communications activities, and timely information sharing.
• Support administrative, financial, procurement, and corporate processes. Guide colleagues on policies, procedures, systems, and information sources; resolve administrative inquiries; monitor allocated budgets; manage corporate purchasing cards, including the General Manager’s card; and support compliance with procurement guidelines.
• Provide operational and administrative support for the IDB Lab office. Monitor supplies; maintain physical and electronic files and workspaces; coordinate headquarters maintenance and ServiceNow requests; address office needs; and support preparation of the General Manager’s Time and Attendance report.
• Support administrative coordination of the digital transformation program. Organize meetings, documentation and terms of reference; coordinate vendor-related activities; maintain records and action follow-up; and update planning, collaboration, and communication tools in SharePoint.
• Manage logistics, preparation, documentation, and follow-up for bi-weekly Management Team meetings. Coordinate administrative coordinators, promote collaboration, identify synergies, streamline cross-unit processes, and support knowledge sharing, consistency, and best practices.
• Support relationship management and information sharing. Identify and disseminate relevant information, coordinate communications and follow-up, collect contact and lead information from the CEO and Division Chiefs, and maintain updated Salesforce records to strengthen institutional relationships and continuity.
• Support team and talent management, including development initiatives and, with FRP, onboarding and offboarding of IDB Lab personnel. Update communication channels, distribution lists, and recurring meetings; support orderly transitions; and serve as backup to the CEO’s RPA when needed.

What you'll need

• Education: Bachelor’s degree (or equivalent in experience) in business administration, human resources, or other fields relevant to the responsibilities of the role. Equivalent combinations of education and relevant professional experience may be considered in accordance with the Institution's assessment.
• Experience: At least 2 years of progressive experience in support or coordinator roles at managerial or executive level.
• Languages: Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.

Requirements

Citizenship: You are a citizen of one of our 48-member countries. We may offer assistance with relocation and visa applications for you and your eligible dependents).

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

• Type of contract: International Consultant Full-Time (CNS).
• Length of contract: -12 months.
• Work Location: On site

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.
• Leaves and vacations: 2 days per month of contract + gender-neutral parental leave.
• Health Insurance: The IDB Group provides a monthly allowance to supplement the purchase of health insurance.
• Savings plan: The IDB Group cares about your future, depending on the length of the contract, you will receive a monthly savings plan allowance.
• 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.
• Development support: We offer learning opportunities to boost your professional profile, such as seminars, 1:1 professional counseling, and much more.
• Health and well-being: Access to our Health Services Center that provides preventive care and health education for employees.
• Other office amenities (as available): Lactation Room, Daycare Center, Gym, Bike Racks, Parking, spouse career support, and others.

Our culture

At the IDB, 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.