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Administrative Assistant

2 meses atrás

São Paulo, São Paulo, Brasil Vistex Inc. Tempo inteiro
About Vistex Inc.

Vistex Inc. is a leading provider of SAP software solutions, serving businesses of all sizes worldwide across a spectrum of industries. Our solutions offer unprecedented visibility into go-to-market programs and enable businesses to make informed decisions with insightful information.

We are seeking a highly organized and detail-oriented Administrative Assistant - Human Resources to support our HR and administrative operations. The ideal candidate will possess excellent communication skills, a positive attitude, and the ability to work collaboratively with colleagues at all levels.

Key Responsibilities
  • Coordinate domestic and international travel arrangements, including flights, hotels, and rental cars.
  • Handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
  • Manage general office operations, including calendar coordination and expense management.
  • Coordinate courier services and maintain organized office archives.
  • Assist with the setup of meetings, scheduling of conference rooms, and other administrative tasks as needed.
  • Update and maintain databases, including mailing lists, vendor lists, staff lists, and customer information.
  • Purchase office supplies and items, ensuring timely receipt and quality.
  • Perform office maintenance, including calling for repairs and maintaining equipment inventories.
  • Interact with suppliers and vendors, ensuring timely delivery of goods and services.
  • Monitor training programs to ensure objectives are met.
  • Provide holiday gifts to customers and maintain employee birthday and anniversary lists.
  • Manage HR and office monthly bills and send them to Accounts Payable.
  • Ensure Occupational Health compliance for all employees, including documentation.
  • Contribute to team effort by accomplishing related results as needed.
Requirements
  • At least 3 years of experience with progressively responsible administrative duties, or 2 years as an HR assistant.
  • Fluent English skills.
  • Ability to work and collaborate with colleagues of all levels throughout the organization.
  • Super organization skills with the ability to prioritize multiple functions and tasks while managing workflow efficiently.
  • Experience with international travel and global time zones.
  • Familiarity/experience in a professional services firm (e.g., consulting, legal, etc.).
  • Excellent written and oral communication skills, including the ability to effectively present complex ideas to diverse audiences.
  • Strong planning and time management skills.
  • Demonstrated proficiency using common desktop applications, including Microsoft Office Suite and shared internal drives.
  • Ability to represent Vistex Inc. in a professional manner both internally and externally.