Executive Management Administrative Assistant

Description

Job Summary: The professional will be responsible for performing secretarial duties within executive management, providing administrative support and contributing to organizational operations. Key Highlights: 1. Essential administrative support to executive management 2. Active contribution to organizational operations 3. Opportunity to manage schedules, documents, and travel Job Title Executive Management Administrative Assistant Work Location Recife Job Description The professional will be responsible for performing secretarial duties within their assigned executive management area, aiming to provide administrative support as well as contribute to the operational functioning of the executive management team and other departments of DOP in Recife. Academic Qualifications Completed undergraduate degree in Executive Secretariat or Business Administration. 1st Priority Skills Advanced Office 365 (Proficiency in Excel and PowerPoint) Document and Contract Management Schedule, meeting, travel, payment, and filing control. 2nd Priority Skills Electricity Sector Corporate Systems SharePoint Power BI 3rd Priority Skills English – Intermediate Level (preferred) Job Responsibilities 1. Support executive manager’s and department’s schedule administration by scheduling, organizing, and tracking meetings and appointments; 2. Serve internal and/or external clients by initiating contacts and routing inquiries to the appropriate responsible parties; 3. Perform document control, including registration, filing, dispatching to respective responsible parties, and monitoring document workflow; 4. Facilitate contract location and timely contractual payments by maintaining, organizing, and registering contracts and acceptance terms, as well as receiving and organizing documents for audits; 5. Support the department and other DOP departments in Recife with administrative travel-related activities, including quotation, airfare/hotel booking requests, travel advances, and expense reporting; 6. Ensure supply of materials used by the department and other DOP departments in Recife through purchase order requests and material requisitions, as well as inventory control (inbound and outbound); 7. Contribute to achieving the department’s budgetary targets by monitoring and controlling departmental expenses and supporting the manager in preparing future budget submissions; 8. Support preparation of internal and external documents through typing, layout design, formatting, and organization, as well as receiving and archiving correspondence via corporate systems; 9. Support planning and organizing departmental events by coordinating infrastructure, logistics, invitations, and required event materials; 10. Record training completed by DOP employees and managers for calculation of Quality Management System training indicators; 11. Monitor project execution by supporting documentation and organization. Behavioral Competencies Collaboration Results Orientation Inspires Trust Interpersonal Relationships Proactivity Adaptability Effective Communication Innovation Organizational Awareness Managing Complexity Action Orientation Process Optimization Resilience