Administrative Support Specialist

2 semanas atrás

Brasil beBeeExecutive Tempo inteiro R$40.000 - R$80.000

We are seeking an Executive Assistant to provide high-level administrative support to our team. This role will be responsible for managing complex calendars, coordinating meetings and events, and providing logistical support for projects.

Key Responsibilities
  • Manage senior director's calendar, handle business communications, and prioritize demands on their time.
  • Process expense reports, gather receipts, and submit online approvals for department expenses.
  • Assist with budget preparation and management, including quarterly reporting and ensuring costs are accurately allocated within accounting systems.
  • Schedule cross-team/cross-org meetings with internal and external attendees.
  • Support team meetings by building agendas, distributing background information, and taking/distributing notes as needed.
  • Provide logistics support for in-office and hybrid events/meetings, including preparing materials, ordering meals, and assisting with conference room AV.
  • Assist with vendor contracting process, working with the team, vendors, and contracts team to establish and renew contracts in a timely manner.
  • Collaborate with accounts payables team on vendor invoices and payments as needed.
  • Coordinate travel arrangements, flights, hotels, ground transportation, and logistics with the CWF travel agent.
Communications Support
  • Work with corporate communications team to develop monthly updates of communications activities across ClimateWorks.
  • Help produce outbound emails, newsletters, and content promotion using Pardot email automation software.
  • Provide project assistance to marketing and communications team members, reviewing communications, presentations, and documents for accuracy, completeness, format, and grammar as needed.
RequirementsRequired Qualifications
  • 5+ years of administrative work experience with 2+ years in a senior administrative/executive assistant role.
  • Previous experience maintaining complex calendars and coordinating meetings/events.
  • Excellent verbal and written communication skills with high attention to detail and strong organizational ability.
  • Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Docs, Sheets, and Slides.
  • Ability to prioritize tasks, manage multiple competing tasks, and drive results independently.
  • Desire to learn new skills and tools, and eagerness to take on new areas of responsibility.
  • Commitment to diversity, equity, and inclusion in the workplace.
Preferred Qualifications
  • Project management skills and familiarity with project management tools like Asana.
  • Previous experience with Box cloud file storage, Salesforce contact management, and Pardot email automation.
  • Experience proofreading and copyediting communications products.
  • An interest in marketing and communications, and prior experience working with a marketing team.

ClimateWorks offers a comprehensive benefits package and competitive salary commensurate with experience.

This position is classified as US Flexible. Exceptional candidates can work from San Francisco or other locations.

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