Executive and Admin Support Associate (Sao Paulo)

Job description

Job Description: Executive and Admin Support Associate We are seeking an administrative professional with a minimum of 3 years of relevant office experience within a fast-paced client-services organization. This is an in-office full-time position. Qualified applicants will also have a strong sense of professionalism, punctuality, diplomacy, and confidentiality. Excellent verbal and written communication skills (both in English and Brazilian Portuguese; Spanish a plus); the ability to handle multiple responsibilities and priorities; strong sense of attention to detail; exceptional interpersonal skills and must be proactive rather than reactive . Preferred candidates must have strong Microsoft Suite experience, experience with business travel booking and expense reconciliation, calendar management, and experience working in a professional services environment. Experience with Salesforce and Concur is a plus but will train as necessary. Executive and Admin Support Associate will report to the Associate Director, Brazil Business Operations. Responsibilities: Duties include but are not limited to: Provide calendar, travel (including documentation and travel schedule), and administrative support for Eurasia Group Managing Directors, as directed. Maintain employee Travel profiles in Concur for assigned MDs. Provide back-up support coverage for the Business Travel/Administrative Associate when on PTO, which includes managing the front desk when necessary, answering and transferring calls, greeting guests, escorting them to conference rooms, connecting them with members of the EG staff, and managing office supplies. Provide support coverage for Admin team members when needed to carry out general administrative duties for the Executives (including expense reconciliation, organizing meetings and video conferences, assisting with/reviewing preparation of presentations, briefings, and spreadsheets, confirming appointments and reservations if necessary). Maintain availability if needed outside of regular work hours; run errands outside of the office when necessary. Collaborate with administrative professionals across all five offices, providing support where needed. Provide support for Sao Paulo and Brasilia events. Support office social events, including work anniversary celebrations, office happy hours, and operations to ensure efficiency and company policy compliance. Other duties as assigned by the Operations Manager. Qualifications: Minimum of 4 years of relevant administrative experience in a fast-paced, client-services or professional services environment. Bachelor’s degree required. Fluency in both English and Brazilian Portuguese (written and verbal); Spanish proficiency is a plus. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required. Experience with calendar management, business travel arrangements, and expense reconciliation; prior use of Concur or equivalent expense management systems preferred. Experience with Salesforce (or willingness to learn); experience with CRM tools is a plus. Excellent interpersonal, verbal, and written communication skills, with a high level of professionalism and diplomacy. Exceptional attention to detail, strong problem-solving skills, and high degree of organizational capability. Previous experience providing executive-level support, including managing competing demands and complex schedules, is highly desirable. Cultural fit for a global and diverse organization; experience working in multicultural or international workplaces preferred. Availability to provide occasional support outside standard working hours and flexibility to handle occasional errands or on-site requirements. Eligible to work in Brazil; position is based in São Paulo and is an in-office, full-time role. All applicants must be eligible to work in Brazil – São Paulo. Please submit all resumes in English. At Eurasia Group, our mission is to provide the tools and understanding needed in a world where politics drives disruption. We put politics first for our clients, and we aspire to be the leading place people come to find out about the world. This requires us to maintain a company culture that puts people first. We are committed to fostering an environment that is empowering and globally minded. We firmly believe that bringing people with a variety of ideas and perspectives to the table makes our analysis stronger for our clients and creates a better workplace. Our leadership team is dedicated to embedding this approach into everything we do and how we lead because we care deeply about our work and our people. About Eurasia Group Eurasia Group is the world's leading global political risk research and consulting firm. By providing information and insight on how political developments move markets, we help clients anticipate and respond to instability and opportunities everywhere they invest or do business. Our expertise includes developed and developing countries in every region of the world, specific economic sectors, and the business and investment playing fields of the future. With our best-in-class advisory and consulting offerings and GZERO Media, the Eurasia Group umbrella provides the marketplace with a complete political risk solution. Headquartered in New York, we have offices in Washington, London, San Francisco, Brasilia, Sao Paulo, Singapore, and Tokyo, as well as on-the-ground experts and resources in more than a hundred countries. "Politics first” grounds our work: Politics is the lens through which we view the world, and we are committed to analysis that is free of political bias and the influence of private interests.