Executive Secretary

Description

Job Summary: The Executive Secretary will be responsible for managing schedules, providing administrative support, organizing events, and ensuring effective communication within the Executive Board. Key Highlights: 1. Manage the Executive Board's schedule and prioritize commitments. 2. Provide comprehensive administrative support, including drafting and organizing documents. 3. Serve as the liaison with all teams of the Foundation. **Who We Are:** For 50 years, Fundep has been the support foundation of UFMG, responsible for managing research, teaching, extension, and institutional development projects. Authorized also to support other science and technology institutions across Brazil, Fundep serves as a bridge connecting diverse actors in the Brazilian science, technology, and innovation landscape. **Responsibilities and Duties** As an **Executive Secretary**, you will be responsible for: * **Schedule Management:** Manage the Executive Board’s schedule, prioritizing commitments, meetings, and conferences. * **Administrative Support:** Draft minutes, official letters, memoranda, e\-mails, and reports; prepare presentations and spreadsheets. * **Travel and Logistics:** Organize travel (flights, accommodation, etc.) and manage expenses, reimbursements, and financial flows for the Executive Board. * **Reception and Communication:** Coordinate the reception of authorities and coordinators, answer phone calls and filter information, guide visitors, and screen important requests. * **Document Management:** Archive and organize documents, maintain updated databases, and ensure confidentiality of information from Fundep’s Curatorial Council, Fiscal Council, and Executive Board. * **Event Organization:** Plan and coordinate Executive Board meetings and events. * **Relationship Management:** Liaise with all teams of the Foundation. **Requirements and Qualifications** * Discreet, attentive, organized, proactive, with clear and concise communication skills and strong interpersonal abilities. * 7 years of professional experience in this field. * Completed undergraduate degree in Secretarial Studies. * Fluent English. * Spanish fluency is desirable. **Additional Information** Benefits and Perks: * Salary to be negotiated. * Free parking or transportation allowance aligned with individual needs. * Meal allowance \- including during vacation periods. * Breakfast and afternoon snack. * Group life and personal accident insurance. * Medical and hospital assistance. * Extended paternity leave. * Day\-Off: one additional day off granted on your birthday. * Partnership with Drogaria Araújo pharmacy. * 50% discount on books published by UFMG Press. * Membership in UFMG’s CEU Club. * Discounts on UFMG’s extension courses. Join Fundep! For nearly 50 years, Fundep has been UFMG’s support foundation, responsible for managing research, teaching, extension, and institutional development projects. Authorized also to support other national science and technology institutions, Fundep connects diverse actors in Brazil’s science, technology, and innovation ecosystem. To help institutions fulfill their role in society, Fundep operates across three complementary dimensions, offering solutions and services for Project Management, Public Tender Management, and Program Management. Across these three areas, Fundep delivers end\-to\-end management, covering opportunity prospecting, resource acquisition, legal advisory, procurement, imports, staff hiring, and accountability reporting. Its mission is to be a benchmark support foundation, recognized for administrative excellence and credibility in sustainable management. The Foundation is present in researchers’ daily work, manifesting in multiple ways. Fundep supports the national COVID\-19 vaccine effort through its collaboration with CTVacinas and Spintech. It assists the Minas Gerais judiciary in decisions related to the country’s largest humanitarian and environmental disaster, managing the Brumadinho project. It also bridges the needs of the automotive industry with solutions developed at research, technology, and innovation centers nationwide, coordinating lines of the Mover program. Furthermore, it ensures transparency and integrity in supporting public agencies and civil society organizations in conducting tenders, selection processes, and professional qualification initiatives. These are just some of over 3,000 projects managed annually by Fundep. The Foundation also fosters new businesses, supports technology\-based entrepreneurship, and promotes innovative approaches to conducting and disseminating research. It operates in networks, mediating complex ecosystems that support science and technology. **FUNDEP VALUES** Fundep operates based on the following values: ***Excellence*****:** Commitment to continuous improvement, aiming for high\-quality services recognized by the research, teaching, and innovation ecosystem. ***Diversity*****:** Respect, appreciation, and encouragement of an environment embracing diversity of people, projects, ideas, and cultures. ***Sustainability*****:** Social, economic, and environmental principles leading to sustainability and securing the Foundation’s future while positively contributing to society. ***Integrity*****:** Ethical, transparent, and responsible conduct in all of the Foundation’s relationships. ***Creativity:***Embracing innovative practices and encouraging the pursuit of solutions and new opportunities.