Job Description

General Duties

• Organize and schedule appointments, meetings, conferences, teleconferences.
• Plans and arranges domestic and international travel, accommodations, transportation, itineraries, and all correspondence related to arrangements.
• Prepares and reports business expenses including reconciling these expenses with credit card statements.
• Prepares and produces a variety of correspondence, memos, letters, forms, reports, spreadsheets, slide presentations, minutes of meetings, and other similar administrative activities as requested.
• Plans and organizes meetings, customer visits, organizational meetings, and events including reserving meeting space, arranging for catering, preparing, distributing, and collecting materials.
• Order office supplies and maintain inventory.
• Answer telephone and electronic enquiries and relay telephone calls and messages.
• Set up and maintain manual and computerized information filing systems, to include managing visitor management system, travel management program and corporate card program.
• Work closely with Copeland Global Security to ensure traveler security and risk management.
• May compile data, statistics, and other information to support research activities

Profile

Education: Bachelor degree in related field preferred

Experience in years: +5 years

Experience in/ with: Administrative role, Comfortable with routinely shifting demands.

Skills: Excellent Written and verbal communication skills for interacting with clients and staff, Proficiency in MS Word, Excel, PowerPoint and Outlook. Strong collaboration skills. Attention to detail to ensure accuracy with data entry, document preparation and report generation, Basic math skills for bookkeeping and budgeting. Travel system experience (such as AMEX GBT, Concur, GetThere or similar systems).

Languages: Advance English, Portuguese desirable