Administrative Assistant

Duties

Administrative Support

• Provide day-to-day administrative support to a team of 10-12 people (face-to-face and remote interactions required)
• Manage calendars, meeting schedules, and appointments for project leadership
• Coordinate travel arrangements, accommodations, visas, transportation, and expense reporting
• Prepare correspondence, mail, and other documentation
• Manage visitor coordination
• Maintain project contact lists, distribution groups, and organization charts
• Support filing, record keeping, scheduling, mail distribution, and special involving recording, compiling, retrieving, reporting, and analyzing information

Meeting & Event Coordination

• Schedule and coordinate project meetings, workshops, and stakeholder engagements
• Support the planning and execution of project events, site visits, and management reviews

Office Management

• Manage office supplies, equipment, and administrative service providers
• Coordinate facility-related support requirements for the project office
• Support onboarding activities for new project team members
• Ensure administrative processes comply with company policies and local regulations
• Maintain a professional and efficient office environment

Requisites

• Bachelor’s degree in Administration, Business Management, Executive Secretarial Studies, Human Resources Management, Accounting, or a related field
• Minimum of 3 year of relevant experience in an administrative or similar role
• Fluency in Portuguese and English, both written and spoken
• Excellent verbal and written communication skills
• Strong organizational skills with the ability to multitask and prioritize
• Proficiency in MS Office (Word, Excel, PowerPoint) and email systems
• Strong administrative coordination abilities
• Customer service experience
• Ability to work with direction and support

Notes

• Only shortlisted applicants will be contacted