Executive and Admin Support Specialist
On-site · São Paulo, São Paulo, Brazil
Job Summary
Provide calendar, travel (including documentation and travel schedules), and administrative support for principals and Senior Advisors; maintain employee travel profiles; back-up coverage for the Business Travel/Administrative Associate including front desk duties; support Admin team with expense reconciliation, meetings, video conferences, presentations, and spreadsheets; ensure office supplies and events coordination; collaborate with administrative professionals across five offices; assist with office social events and ensure compliance with company policies; requires 4+ years of relevant administrative experience, a Bachelor’s degree, fluency in English and Brazilian Portuguese, strong Microsoft Office skills, and the ability to manage multiple tasks with professionalism and diplomacy; role is in-office and based in São Paulo, Brazil, with occasional after-hours availability and willingness to travel as needed.
Required Qualifications
- Minimum of 4 years of relevant administrative experience in a fast-paced, client-services or professional services environment
- Bachelor’s degree required
- Fluency in English and Brazilian Portuguese (written and verbal); Spanish proficiency is a plus
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience with calendar management, business travel arrangements, and expense reconciliation; prior use of Concur or equivalent expense management systems preferred
- Experience with Salesforce (or willingness to learn); experience with CRM tools is a plus
- Excellent interpersonal, verbal, and written communication skills, with a high level of professionalism and diplomacy
- Previous experience providing executive-level support, including managing competing demands and complex schedules
- Cultural fit for a global and diverse organization; experience working in multicultural or international workplaces preferred
- Availability to provide occasional support outside standard working hours and flexibility to handle occasional errands or on-site requirements
- Eligible to work in Brazil; position is based in São Paulo and is an in-office, full-time role
Additional Requirements
- Eligible to work in Brazil; São Paulo-based in-office role
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