Administrative Assistant

VML MAP is looking for a proactive and detail-oriented Administrative Assistant to join our San José office in Avenida Escazú as part of the Marketing Operations (SJO) team. You will play a key role in keeping day-to-day operations running smoothly by coordinating meetings, maintaining documentation and trackers, managing PTO and expenses, supporting office and IT needs, and helping plan internal events. If you are organized, service-minded, and thrive in a collaborative, fast-paced environment, this role is for you!

Please note, this is a hybrid opportunity (3 days in office per week) based in San Jose, Costa Rica.

What will your day look like?

You will be an essential part of the Marketing Operations team, partnering closely with the Local Operations Director and colleagues across regions to ensure everything runs smoothly—from planning and scheduling to execution and follow-up. You will manage calendars, keep processes and documentation accurate and up to date, track PTO, process expenses, liaise with vendors, and support onboarding and visitor logistics. You will also help implement improvements that enhance efficiency across the office and team operations.

More specifically, your tasks will include:

• Coordination, calendars, and meetings: Schedule meetings, keep documentation and trackers up to date, send reminders and office communications, support process improvements, and handle ad hoc requests.
• PTO and reporting: Track vacation/PTO across the SJO office, support in maintaining the global calendar, generate annual usage reports, and communicate policy updates.
• Expenses and budget: Track expenses, assist with budget tracking and reporting, and flag discrepancies.
• Office, IT, and facilities: Procure supplies/refreshments, manage parking tickets, source and coordinate vendors, handle IT equipment requests and inventory, support onboarding/offboarding, and report facility issues to WPP.
• Events: Plan and execute internal events end-to-end (timelines, budgets, sourcing, setup/cleanup, RSVPs).
• Documentation and collaboration: Maintain SJO files and trackers; act as a point of contact across offices and route requests to the right teams.

Who are you going to work with?

At VML MAP, you will join a vibrant team of Campaign Specialists, Coordinators, Solution Experts, Operations Managers, Account Management professionals, and colleagues from the People and IT teams. You will be supported by a talented and collaborative group that values clear communication, reliability, and continuous improvement.

What will you bring to the table?

• 2+ years of experience in an administrative assistant, office coordinator, or similar role.
• Strong communication skills in English and Spanish, both written and verbal.
• Strong organizational and time management skills with the ability to multitask and meet deadlines.
• Experience managing calendars, PTO requests, and maintaining filing systems (electronic and/or physical).
• Experience processing expenses and supporting budget tracking.
• Experience planning and executing internal events is an asset.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); familiarity with cloud-based tools (i.e., Smartsheet, Confluence) is an asset.
• Problem solving, critical thinking, and attention to detail.
• A team-oriented, relationship-centered mindset; self-motivated and dependable.

A leader in personalized customer experiences

VML MAP is a world-leading Centre of Excellence that helps businesses humanize the relationship between the brand and the customer through hyper personalization at scale, marketing automation and CRM. With the brain of a consultancy, the heart of an agency and the power of technology and data, we work with some of the world's most admired brands to help them on their transformation journey to becoming truly customer-centric. Together, we are 1000 + technology specialists, data scientists, strategic thinkers, consultants, operations experts, and creative minds from 55+ nationalities.

A global network

We are part of the global VML network that encompasses more than 30,000 employees across 150+ offices in 60+ markets, each contributing to a culture that values connection, belonging, and the power of differences.

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