Support Administrator

Há 3 dias

São Paulo, São Paulo, Brasil beBeeExecutive Tempo inteiro US$90.000 - US$120.000

Job Title: Executive Assistant

About the Role

We are seeking a highly organized and enthusiastic Executive Assistant to support our Partners and Principals. This is a hybrid role that requires a presence in the office 3 days per week.

Key Responsibilities:
  • Build relationships with clients and client EAs
  • Understand business goals and objectives of each supported Partner and help push them forward proactively
  • Maintain and update current list of contacts and business activities in CRM database
  • Track and maintain sales activity/pipeline with each Partner
  • Proactively spot clients that haven't been called upon and/or who need follow up
  • Execute requested follow-up calls for client mailings
  • Assist Marketing Department with coordination of customized mailings
  • Prepare letters, proposals, and other documents using Oliver Wyman formatting styles
  • Maintain diaries for Partners, scheduling internal and external meetings, communicating with clients and infrastructure staff as appropriate
  • Proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow up
  • Assist with scheduling for complex projects as requested by the Partner and/or project team
  • Coordinate travel and accommodation, book cars, rail tickets, etc.
  • Develop understanding of Partner scheduling and travel preferences
  • Coordinate travel efficiently by grouping client meetings where possible
  • Work with HC to obtain work permits and visas
  • Manage documents and project deliverables when requested
  • Notify staffing and Practice EAs of extensions/re-negotiations
  • Manage storage or disposal of confidential client information
  • Act as central point of contact for all assigned Principal/Partner administrative needs, liaise with other support departments as necessary
  • Prepare monthly timesheets for each assigned Principal/Partner
  • Prepare all expense reports and/or delegate to a team assistant when necessary
  • Provide coverage for EAs who are out of the office to ensure seamless support to Principals/Partners
  • Provide short-term coverage for Principals/Partners who may be in the midst of an EA assignment transition or who are new to the Firm
  • Provide training and support to new EAs
  • Participate in team meetings and projects with an eye to improving processes and the overall performance of the EA team
Requirements

To succeed in this role, you will require:

  • Bachelor's degree preferred
  • At least 3 years' experience working in an administrative or customer service position
  • Experience in financial services, management consultancy, and/or a professional services environment a plus
  • English fluency a must
  • Portuguese fluency, desirable
Technical Skills

The successful candidate will possess:

  • Excellent Word, PowerPoint, and Excel skills
  • Expert knowledge of Outlook
  • Knowledge of CRM systems (Microsoft Dynamics), a plus but not necessary
Benefits

This role offers:

  • A competitive salary and benefits package
  • Opportunities for career growth and development
  • A dynamic and supportive work environment

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