Department Assistant

ROLE PROPOSE

Organized and proactive Department Assistant to join our BPS dynamic team. The Assistant will have a crucial role in ensuring the smooth operation of our department by managing meetings, handling expenses, coordinating activities, and preparing travels, workshops and events involving department personnel and management teams.

ROLE CONTRIBUITION

Meeting Management:

• Schedule and coordinate department meetings, including reserving meeting rooms and sending calendar invites in coordination and synchronization with existing Operations cadence meeting.

• Prepare and distribute meeting agendas and materials presentation.

• When required take detailed meeting minutes and follow up on action items to be completed by owners.

• Ensure all necessary technology and equipment are set up and functioning for the meetings rooms dedicated to the floor.

Department Expense Management:

• Coordinate with Shared services the procurement of necessary equipment, tools required for the department management

• Track and process expense (and reimbursements when required) in line with the department budget.

• Maintain accurate records of departmental expenditures.

• Assist with budget preparation and monitoring.

• Ensure compliance with company policies and procedures regarding department expenses/ costs

• Ensure appropriate level of office supplies and stationery

• Support management team to travel within country between Rio and Santos or other Brazilan site.

• Support management team to attend overseas event

Coordination:

• Serve as a point of contact for internal communications (articles, memo, newcomers' announcement, onboarding tour etc...)

• Manage departmental files, documents, and records.

• Provide administrative support to department staff as needed.

• Grant access to specific files, support for IT request, or other tickets

Workshop and event Preparation:

• Coordinate logistics for workshops and event, including venue booking, catering, and transportation.

• Plan and organize department events, such as conferences, seminars, and team-building activities.

• Prepare workshop materials and ensure all necessary supplies are available.

• Assist with registration for other department and attendee communication.

• Provide on-site support during workshops.

• Manage event and workshop budgets and timelines

• Ensure smooth execution of events and handle any issues that arise.