Administrative Assistant Junior

Vacancy ID

BBBH1064278

Location

Rio de Janeiro, , Brazil

Job Type

Contract

Job description

This is a full-time position for an administrative assistant (junior) to join the executive assistant pool.


Responsibilities include requisition to payment process (R2P), meetings & events organization, travel arrangements, facilitation of executive's agenda among other administrative tasks.

DUTIES AND RESPONSIBILITIES

Procurement and Payment processes (SAP user)

  • Create purchase requisitions, check and approve proforma invoices, perform SEs/GRs;
  • POs control;
  • Interface with suppliers, Procurement and Treasury for payments


Events:

  • Support and organize team buildings, gatherings, training sessions, internal campaigns, workshops, town halls, dinners, lunches, parties, etc.
  • Events cost control;


Travels:

  • Travel arrangements for BMT and PMT members
  • Travel arrangements for personnel going offshore (offshore travel arrangements can be handled by the EA up to 72 hours from departure date)
  • Request cars at S@S for BMT and PMT members


Meetings organization:

  • Department meetings arrangements
  • Greet visitors for VPs meetings
  • Block meeting room to be dedicated to special tasks


Administrative support:

  • Team site super user
  • Power of attorney control
  • Contractors registration
  • Prepare, send, receive, handle and update correspondences



EDUCATION AND EXPERIENCE

Bachelor degree and some experience are desirable

KNOWLEDGE, SKILLS AND ABILITIES

Communicate well in English, both oral and written
Good verbal and written communication skills
Knowledge in MS Office (Word, Excel, PowerPoint)
Good time management, organization and prioritization skills
Interpersonal relationship skills
Proactive approach
Cost control mindset
Solution oriented
Loyal to decisions: provides services according to the EAP scope of work