Job Description

Key Responsibilities

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 project documentation.
• Manage visitor coordination.
• Maintain project contact lists, distribution groups, and organization charts.
• Support filing, record keeping, scheduling, mail distribution, and special projects 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.

Skills & Qualifications

• 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.