ADMINISTRATIVE ASSISTANT - FULL TIME

As an Administrative Assistant, the employee will be responsible for supporting the CEO and the company’s daily operations, handling tasks such as recruitment, payroll, staff allocation, and communication with teams and clients. The employee must be responsible, proactive, and experienced in office routines, recruitment, and personnel administration. Fluency in both English and Portuguese is essential, as the role involves frequent interaction with international clients. The employee should have experience with administrative and recruitment processes, including staff allocation, payroll processing, and service to a diverse audience. Proficiency in hiring bilingual (English/Portuguese) professionals, managing documents, preparing financial reports, and supporting daily operations is required. The employee must present Certification in QuickBooks – Bookkeeping. The employee should have a proactive, organized, and committed profile, with excellent communication skills and the ability to manage multiple tasks with empathy and cultural sensitivity in multicultural environments. Familiarity with allocating bilingual teams for small and medium-sized businesses is important, as well as the ability to maintain clear communication with international clients, from recruitment through employee follow-up and resolution of administrative issues. In addition to fluency in English and Portuguese, a good understanding of European Portuguese and Spanish is highly desirable. The employee will support the recruitment process by screening candidates, validating information, scheduling interviews, and coordinating onboarding activities, including orientation sessions, safety videos, and on-site tours. They will also assist with post-hire processes, such as monitoring the start of activities, processing weekly payroll, and sending invoices. In addition, the employee will contribute to People Management by supporting staff allocation, communicating with supervisors, managers, and HR, and resolving operational issues. They will also assist the Finance and Accounting department with financial management, reporting, and controlling documents and payments. Strong organizational skills and agility are essential, as the employee will be responsible for tracking and updating job openings on a biweekly basis and supporting the overall hiring process. Fluency in English and Portuguese; Additional understanding of European Portuguese and Spanish; Certification in QUICKBOOKS – BOOKKEEPING; High school diploma or equivalent; Minimum of 2 years of prior experience in administrative roles (Administrative Assistant, Secretary) or in Human Resources-related positions (preferred).