Administrative Coordinator

Há 9 horas

São Paulo, São Paulo, Brasil Thermo Fisher Scientific Tempo inteiro

**Job Summary**

We are seeking an experienced Administrative Assistant to provide high-level administrative support to our executives. The successful candidate will be responsible for coordinating travel arrangements, preparing meetings, and organizing correspondence.

**Key Responsibilities**

  • Coordinate national and international travel, including hotel reservations, visas, passports, and itineraries;
  • Prepare for meetings, such as booking rooms and arranging for working lunches and coffee breaks;
  • Organize correspondence, coordinate pickups/deliveries, direct documents, maintain necessary records and controls, handle confidentiality, and ensure security;
  • Schedule onboarding for new directors;
  • Prepare corporate card expense reports in Concur, as well as request medical reimbursements for Executives and dependents;
  • Follow up on various matters related to commitments and requests;
  • Assist executives in performing their duties by attending to people (both external and internal clients), running information, drafting documents, and handling physical and electronic correspondence;
  • Handle supplies and file physical and electronic documents, assisting in the execution of administrative tasks and meetings;
  • Coordinate general services such as mail, messengers, transportation, notary services, cleaning, contractors, equipment maintenance, furniture, facilities, etc.;
  • Administer assets, and consumable materials, including organizing national and international travel, hotel reservations, visas, passports, and itineraries;

**Additional Responsibilities for Executives Band 10**

  • Coordinate and handle the directors' schedules, including planning commitments, meetings, and conferences;
  • Handle purchase orders and payment requests;
  • Assist in organizing corporate events (presentations, gifts, room reservations, coffee breaks, materials, invitations, and satisfaction surveys).

**Requirements**

  • Completed higher education;
  • Experience in administrative and/or customer service areas;
  • Knowledge of Microsoft Office Suite;
  • Advanced English;
  • Intermediate Spanish (desirable).

**Desirable Skills**

  • Interpersonal Relationship;
  • Customer Focus;
  • Proactivity;
  • Initiative;
  • Communication;
  • Organization.

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