Executive Assistant to the CTIO and SOAR Directors

The Executive Assistant to the CTIO and SOAR Directors based at NSF NOIRLab in La Serena Chile is responsible for ensuring the efficient day-to-day operation of both Directors offices.

The position provides executive administrative financial and logistical support including budget administration financial control and the implementation of AURA and NSF NOIRLab organizational policies and procedures. The role also supports science operations by coordinating arrangements for visiting scientists and astronomers managing telescope statistics maintaining records and preparing specialized reports.

Additionally the position serves as a primary point of contact for addressing or directing inquiries related to administrative processes billing personnel and student needs. It also supports the management of physical resources including office space the vehicle fleet and accommodations for visiting astronomers.

• Serve as the primary point of contact for visiting scientists and astronomers.

• Coordinate travel accommodations documentation and other requirements associated with scientific visits.

• Manage and maintain telescope usage statistics.

• Support the administration and tracking of observing proposals.

• Maintain records related to science operations.

• Prepare and organize specialized reports for CTIO and SOAR.

• Provide direct administrative support to the CTIO and SOAR Directors.

• Manage calendars meetings videoconferences and other commitments.

• Coordinate domestic and international travel including reservations documentation and expense reports.

• Plan and support meetings visits and institutional activities.

• Prepare documents presentations meeting minutes reports and executive communications.

• Track agreements commitments and pending action items.

• Support the planning administration and monitoring of assigned budgets.

• Monitor expenses and verify that costs are correctly allocated.

• Perform account reconciliations and maintain accurate financial records.

• Review invoices charges purchase orders and supporting documentation.

• Prepare financial and budget reports to support decision-making.

• Coordinate with the appropriate departments to resolve billing and payment questions or discrepancies.

• Ensure the efficient operation of the CTIO and SOAR Directors offices.

• Manage purchases office supplies materials and equipment.

• Maintain organized and up-to-date files records and databases.

• Manage office space and coordinate its appropriate allocation and use.

• Provide administrative support for vehicle fleet management.

• Coordinate the use and administrative management of accommodations for visiting astronomers.

• Serve as a point of contact for administrative billing personnel and student inquiries.

• Resolve requests and issues that fall within the positions area of responsibility.

• Promptly direct inquiries to the appropriate individuals or departments when necessary.

• Maintain effective communication with scientific administrative and operational teams.

• Handle sensitive and confidential information with discretion and sound professional judgment.

• Support the implementation of and compliance with AURA and NSF NOIRLab policies and procedures.

• Remain current on changes to organizational policies processes and practices.

• Communicate relevant information to the Directors and appropriate teams.

• Collaborate with departments across the organization to support operational continuity.

• Identify opportunities for improvement and recommend solutions to streamline administrative processes.

• Bachelors degree in Business Administration Finance Accounting Organizational Management or a related field.

• Five to ten years of experience in administrative or executive support roles preferably within an international environment.

• Fluency in both English and Spanish written and spoken.

• Experience with budget administration financial control account reconciliation and expense tracking.

• Advanced proficiency with databases spreadsheets and office productivity tools.

• Experience coordinating calendars meetings travel and executive activities.

• Excellent written and verbal communication skills.

• Ability to handle sensitive and confidential information with discretion.

• Strong organizational planning and follow-up skills.

• Ability to work effectively with diverse and multicultural teams.

• Ability to work on-site at NSF NOIRLabs offices in La Serena Chile.

• Ability to coordinate activities with teams located at different facilities and across multiple time zones.

• Ability to manage multiple priorities simultaneously and respond effectively to urgent requests.

• Strong internal and external customer-service orientation.

• Ability to work independently exercise sound judgment and resolve issues within the positions scope of responsibility.

• Availability to occasionally support activities meetings or visits outside regular working hours when operationally required.

• Commitment to complying with AURA and NSF NOIRLab policies and procedures.

• Previous experience in scientific academic astronomical or research organizations.

• Experience supporting executives directors or senior leadership teams.

• Familiarity with astronomical observing processes scientific proposals or telescope usage statistics.

• Experience coordinating visits for scientists researchers or international delegations.

• Knowledge of financial management systems procurement platforms and administrative tools.

• Experience managing physical resources vehicle fleets or institutional accommodations.

• Experience preparing executive financial or specialized reports.

• Demonstrated initiative ability to anticipate needs and commitment to continuous improvement.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to remain in a stationary position at least 50% of the time.

• Occasional need to move about inside the office environment to access files office tools attendance in a meeting room etc.

• Constantly operates a computer and other office productivity tools that require fine motor skills such as a calculator copy machine computer printer etc.

• May occasionally need to position self to maintain computer and related tools.

• Seldomly needed to move objects up to 10 pounds.

• Constant communication with other individuals. Must be able to discern and exchange information as appropriate to the situation.

• Constant need to distinguish discern and identify a variety of objects and fine details with accuracy.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties responsibilities and skills required by personnel so classified. This Institute promotes Equal Employment Opportunity workplace that includes reasonable accommodations to otherwise qualified disabled applicants and employees.

Salaries for positions hired in Chile meet Chile national market rates and internal scales for AURA.

Why Join AURA:

AURA offers an excellent benefits package including paid time off and retirement plan contributions competitive salary commensurate with experience and a very attractive work environment. Details on benefits can be found at Benefits by Location - Aura Human Resources.

Also we offer a multicultural and collaborative work environment committed to scientific and operational excellence. Joining our team means contributing to the success of globally significant astronomical projects within an organization that values safety integrity and continuous improvement.

How to Apply

Apply by Monday September 21st for priority consideration. This position will remain open until it is filled.

Please submit a cover letter and a CV or resume PDF fines preferred.

Individuals needing assistance with the employment process can request assistance here.

Required Experience:

IC