Administrative Support Specialist

Há 17 horas

Brasil beBeeAdministrative Tempo inteiro US$68.320 - US$91.330
Administrative Support Specialist

The role of Executive Coordinator in Brazil provides administrative assistance to senior staff members, including the Executive Director and the Conservation Senior Director. They may also support other senior regional staff.

This position involves various tasks, including domestic and international travel arrangements, calendar management, drafting correspondence, processing expenses, and coordinating logistics for meetings and events. The coordinator uses available systems to maintain, track, and research data, produce and review reports, and provide guidance based on knowledge of policies and procedures.

The Coordinator manages activities with multiple variables, sets realistic deadlines, and communicates on behalf of supervisors with staff, donors, vendors, and other stakeholders. They perform administrative functions and supervise staff as required.

This role requires handling confidential information, strong knowledge of organizational policies, and excellent communication and team skills. The ideal candidate must be diplomatic, polite, and capable of representing directors effectively.

The work environment is a home office setup in Brazil with minimal exposure to disagreeable elements and minor physical exertion.

About This Role

We are seeking an experienced Administrative Support Specialist who has supported directors within diverse teams. The ideal candidate will have strong communication and collaboration skills, experience supporting multiple directors, and the ability to work independently within broad program goals.

  • Prioritizes tasks independently and exercises judgment in problem-solving;
  • Supervises staff, volunteers, or interns;
  • Ensures compliance with policies, donor, legal, and IRS requirements;
  • Participates in budget preparation;
  • Manages calendars and organizes meetings;
  • Handles purchases, invoices, and vendor contracts;
  • Resolves routine problems and refers complex issues to supervisors;
  • Prepares meeting notes, tracks reports, and organizes logistics;
  • Researches and synthesizes information for decision-making;
  • Makes presentations and manages stakeholder engagement;
  • Facilitates staff meetings and prepares briefing materials;
  • Schedules travel and coordinates logistics;
  • Supports reporting processes and ensures follow-up on actions;
  • Maintains confidentiality and discretion with sensitive data;
  • Supports regional and global projects as needed.

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