Staff Administrative Assistant
- Hiring from
- Brazil
- Work type
- Hybrid
- Posted
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Responsibilities
As a Staff Administrative Assistant in the Americas organization, you will have a unique opportunity to provide high-level administrative support to the LATAM team. This role involves managing day-to-day operations, coordinating schedules, maintaining records, and facilitating communication to ensure the smooth and efficient workflow across the region.
This position involves providing the first impression for all visitors and employees in the São Paulo office and operating as the primary support assistant for all reception/concierge functions in that location.
Administrative Support
- Perform general office duties, including maintaining office supplies.
- Schedule and coordinate meetings, appointments, and travel arrangements.
- Manage schedules and coordinate visits to different offices in the region.
- Coordinate with other administrative assistants within the organization to book conference rooms for events, training, meetings, etc.
Record Keeping
- Maintain organized and up-to-date files, records, and documentation.
- Enter and manage data in databases or spreadsheets with accuracy.
- Ensure compliance with organizational policies regarding document retention.
Event Coordination
- Assist with planning and coordination of employee engagement events.
- Assist with catering for lunch meetings and coffee break as needed.
- General support on corporate events.
Communication
- Act as a liaison between the departments and other internal or external stakeholders.
- Handle incoming and outgoing correspondence, ensuring timely responses.
- Provide clear, accurate information to inquiries while maintaining confidentiality.
Education / Qualifications
Education & Experience
- Bachelor's Degree or coursework completed in Business, or another related field is strongly desired.
- Minimum 1 to 3 years of previous office experience.
- Previous experience working as an administrative assistant or receptionist in a corporate environment is required.
Skills & Abilities
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams) and office equipment. Ability to learn new applications is required.
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- Ability to multitask and prioritize tasks effectively in a fast-paced environment.
- Discretion and the ability to handle sensitive information with confidentiality.
- Strong attention to detail and problem-solving skills.
- Highly motivated and able to work independently with minimum direction.
- Ability to remain knowledgeable of company operations, policies and procedures.
Additional Requirements:
- Familiarity with industry-specific tools, software, or procedures is a plus.
- Committed to diversity of thought and to creating a culture of inclusion.
- Language: Fluent in Portuguese, Spanish and English.
Work Environment:
- The position is typically hybrid and requires going to the office 2x a week.
- Octave reserves the right to assign work and request in-office meetings as necessary.
About Octave
Octave provides mission-critical software that empowers organizations to make informed decisions across every stage of the asset lifecycle - Design, Build, Operate and Protect - where performance, safety, and reliability are non-negotiable and failure is not an option.
Turning complex operational data into actionable intelligence, Octave connects expertise, real-world conditions and enterprise-scale insight to improve performance, resilience and incident response where it matters most.
Octave has more than 7,000 employees in 45 countries. Learn more at octave.com and follow us on LinkedIn.
Why work for Octave?
All in. Always forward. That's the way we do things around here. We put trust in our people because we believe it's the best way to unleash potential, bring ideas to life, and keep moving ahead. And it's why we're committed to creating an environment that's truly supportive, providing you with the resources you need to support your ambitions, no matter who you are or where you are in the world.
Everyone is welcome
At Octave, we believe that diverse and inclusive teams are critical to the success of our people and our business. Here, everyone is welcome. As an inclusive workplace, we don't discriminate. In fact, we embrace differences and are fully committed to creating equal opportunities, an inclusive environment, and fairness for all.
Respect is the cornerstone of how we operate, so speak up and be yourself. You're valued here.
Recruitment Fraud Alert
Octave posts all official job opportunities on either https://careers.octave.com/ or https://www.octave.com/about/careers and communicates only from email addresses ending in @octave.com. We never request payment or personal banking information during recruitment. No offers will ever be extended without a proper interview via Teams or in person, never done over email alone. If you suspect fraud, it probably is, and contact us at careers@octave.com