Administrative Assistant Mexico in Stadt bei Deutsche Bahn AG

For our consulting team in Latin America, we are looking for a proactive and detail-oriented Administrative Assistant (m/f/d) to provide crucial support to our various railway projects in Mexico. The Administrative Assistant will play a critical role in assisting the Project Management Office (PMO) and contributing to the efficient execution of multiple projects by facilitating administrative tasks, communication, documentation, and coordination for the different project teams. This role offers an excellent opportunity to contribute to the development of various infrastructure projects and is an exciting career opportunity to grow professionally in a team of senior railway engineers.

Your responsibilities:

• Assist in maintaining accurate and organized project documentation, including contracts, project plans, schedules, meeting minutes, and reports while ensuring that all project documents are properly filed, version-controlled, and easily accessible to team members
• Serve as a central point of contact for project teams, stakeholders, and external partners
• Facilitate communication by distributing information, responding to inquiries, and maintaining communication channels to ensure timely exchange of project-related updates
• Schedule, coordinate, and prepare materials for project meetings, workshops, and presentations
• Take concise meeting minutes, track action items, and distribute follow-up documentation as needed
• Develop and maintain standardized document templates, such as project status reports, presentation decks, and communication materials, to streamline reporting and communication efforts
• Assist project managers and team members in managing their calendars, scheduling appointments, and coordinating meetings, both internal and external
• Collect, compile, and organize project data from various sources to generate accurate progress reports, performance metrics, and other project-related reports
• Coordinate travel arrangements, accommodations, and transportation for project team members, ensuring smooth and efficient logistics during project activities
• Assist in the preparation and tracking of project budgets, expenses, and financial reports
• Contribute to the implementation of PMO initiatives and best practices, including process improvement projects, knowledge management efforts, and continuous enhancement of administrative workflows
• Undertake various administrative tasks and special projects as assigned by the Executive Director or the Project Directors