Department Assistant

4 semanas atrás

Rio de Janeiro, Rio de Janeiro, Brasil SBM Offshore Tempo inteiro
Department Assistant
**Req Id**:17454
**Job Family**:Administration
**Location**:Rio de Janeiro, BR, 20021-290
**Description**:
**ROLE PROPOSE**
Organized and proactive Department Assistant to join our BPS dynamic team. The Assistant will have a crucial role in ensuring the smooth operation of our department by managing meetings, handling expenses, coordinating activities, and preparing travels, workshops and events involving department personnel and management teams.
**ROLE CONTRIBUITION**
Meeting Management:
- Schedule and coordinate department meetings, including reserving meeting rooms and sending calendar invites in coordination and synchronization with existing Operations cadence meeting.- Prepare and distribute meeting agendas and materials presentation.- When required take detailed meeting minutes and follow up on action items to be completed by owners.- Ensure all necessary technology and equipment are set up and functioning for the meetings rooms dedicated to the floor.
- Department Expense Management:
- Coordinate with Shared services the procurement of necessary equipment, tools required for the department management- Track and process expense (and reimbursements when required) in line with the department budget.- Maintain accurate records of departmental expenditures.- Assist with budget preparation and monitoring.- Ensure compliance with company policies and procedures regarding department expenses/ costs- Ensure appropriate level of office supplies and stationery- Support management team to travel within country between Rio and Santos or other Brazilan site.- Support management team to attend overseas event
- Coordination:
- Serve as a point of contact for internal communications (articles, memo, newcomers' announcement, onboarding tour etc...)- Manage departmental files, documents, and records.- Provide administrative support to department staff as needed.- Grant access to specific files, support for IT request, or other tickets
- Workshop and event Preparation:
- Coordinate logistics for workshops and event, including venue booking, catering, and transportation.- Plan and organize department events, such as conferences, seminars, and team-building activities.- Prepare workshop materials and ensure all necessary supplies are available.- Assist with registration for other department and attendee communication.- Provide on-site support during workshops.- Manage event and workshop budgets and timelines- Ensure smooth execution of events and handle any issues that arise.

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