Administrative Assistant (m/f)

Duties

External and functional interface focal point

• Scheduling meetings and appointments
• Being a point of contact for a range of employees, clients and external partners with General Services
• Greeting visitor, directing them to the hosts or allocating them working desk if required
• Provide office grocery, stationery, masks, gloves, etc.
• Provide general administrative support to all users of the offices
• Handling basic bookkeeping tasks

Administrative

• Manage information flow in a timely and accurate manner
• Organizing meetings and booking meeting rooms
• Support on allocation of offices to personnel and visitors and maintain an updated list of office occupation
• Support the Update and maintain database of the office occupancy
• Assistance to the up keeping of all reception functions
• Temporarily stand in for the duties of the office receptionist in case of receptionist being absent from work
• Manage information flow in a timely and accurate manner
• Organize office moving, with support of asset assistant and maintenance team
• Handling correspondence directed to managers
• Format information for internal and external communication
• Taking minutes/notes in meetings and writing them up subsequently
• Organize and maintain the current filing and database system, and looking for ways to improve current systems of the department
• Screening and direct phone calls and correspondence of the PS department
• Logistics: Making travel arrangements and detailed travel itineraries of the department

Requisites

• Minimum of 4 years relevant administrative experience required, in a multi-national company as preference requirement
• At least 2 years of experience in Customer Relations, or similar role
• Strong interpersonal and communication skills – strong collaborator and excellent coordination skills
• Ability to work effectively with other departments, under pressure, delivering services with quality and on time
• Fluent in Portuguese and English (written and spoken)
• Minimum High School equivalent
• Business school training a plus
• Computer skills including proficiency in MS Word, Excel, and PowerPoint required

Notes

• Only shortlisted applicants will be contacted