Administrative Assistant

2 semanas atrás

Rio de Janeiro, Brasil MISC Tempo inteiro
Handle incoming and outgoing mail, sorting and delivering daily
Prepare meeting room with refreshments and material for meetings with visitors
Receive travel requests and make necessary arrangements and reservations in accordance with Corporate Travel Policy
Facilitate preparation and approval of expense reports and ensure that reimbursements are made to the traveler.
Schedule appointments, conferences and meetings as directed and prepare and distribute minutes of meetings when requested
Register and maintain Customer and Vendor contact details in Corporate Contact List and Vessel contact list
Receive office and HR related invoices and liaise with local accountants to ensure timely payment.
Assist with office maintenance.
Maintain accounts files in the office in order as per local requirements.
Support AET Brasil Servicos STS when needed on special projects
Update databases, Customer Presentations and reports when requested
Assist local ELT, Extended Leadership Team and Rio Office / Administrators in day to day duties, meeting preparations, minutes and its follow-ups and business development initiatives
Assist local HR Associate in operational activities as required.
Assist with office Procurement and vendor register and management
Comply with Company's policies and Code of Conduct and Business Ethics (CoBE)
Assist with upkeep of Crisis room, and office PPE for shore staff and visitors.
Inventory control, including PPEs
Attend the reception at times when the receptionist is not available.
Coordinate and assist in arrangement of office HSSE sessions, HSSE walkabouts, team events etc.
Assist with preparation of Rio Office security reports and keeps Alert tools distribution list.
Provide administrative support to Rio Offices / Country Manager, Global DPST staff, AET Brazil Staff and manage local office supplies & general administration requirements including office maintenance; arranging customer and internal meetings; and arranging travel and preparing expense reports.

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