Administrative Assistant

São Paulo Permanente
  • Fluency in English mandatory
  • Skilled with MS Office and Project Management

Sobre nosso cliente

This professional is going to assist the Director of Teaching & Learning and the Director of Analytics, Innovation, & Research in the administrative routines of the department, the management of professional development processes for faculty, and the management of the Learning Lab.


For Teaching and Learning:

  • Manage professional learning process that includes: to oversee approval process, make registrations and enrollments, make travel arrangements (flights, hotels, etc), expenses reimbursements, manage balance of individual professional learning budgets;
  • Organization of facilities and materials for school wide professional learning and meetings, including Presentations to high administration;
  • Manage the Learning Lab office: request maintenance, cleaning and tech support;
  • Manage the Director of Teaching & Learning calendar;
  • Control the department budget throughout the year, request overbudgets as needed and support the development of the next school year's budget;
  • Manage textbooks: order new titles and replacement copies, check in and check out copies to students and teachers, manage fines and cost replacement charges;
  • Catalog new titles and Inventory the depository;
  • Work with librarians teachers and Principals to schedule deliveries and returns for classes;
  • Manage the professional Learning Library: buying new titles, receiving and organizing;
  • Check in and check out resources;
  • Assist with external Learning Lab communications/social media, such as the Learning Lab social media accounts and blog;
  • Assist the curriculum coordinators and coaches with creating and preparing materials for professional learning.

For Analytics, Innovation and Research:

  • Intermediate communication between families and OLS specialist regarding testing and evaluations;
  • Schedule testing and check documentation and authorizations;
  • Assist with the development of internal surveys.

For both areas:

  • Manage all Learning Lab purchasing and accounting logistics process according to internal procedures (eg, Microsiga) and ensuring all payments are resolved on time;
  • Assist both Directors of the Learning Lab in planning and hosting professional learning events, as well as managing registrations, payments, flight tickets and other matters for invited presenters and participants;
  • Arrange and plan facilities, materials, and hospitality for consultants, presenters, partners and participants as they work in the school;
  • Manage the schedule/reservations of the learning lab meeting spaces;
  • Organize workshops, conferences offered to outside communities: planning facilities use, coffee breaks, security needs, payments of registration, sending out information, developing and delivering certificates;
  • Purchase, receive and organize national and international supplies, books and textbooks;
  • Create designs for workshop materials and internal signage;
  • Receive and manage mail.

O candidato

Hard Skills:

  • Fluent in spoken and written English and Portuguese;
  • Previous experience as Administrative Assistant;
  • Complete Higher Education - Administration, Executive Secretarial, or related areas;
  • Previous event planning and organization experience;
  • Skilled with MS Office(word, powerpoint and Excel- knowledge of spreadsheet design and formulas), Google applications;
  • Project management skills: independently plan and manage different projects simultaneously.

Soft Skills:

  • Proactiveness and strong attention to detail;
  • Strong organizational, communication and interpersonal skills;
  • Skilled at time management and prioritization;
  • Adaptability and flexibility, thriving and being resilient in a changing environment and responding to emerging needs quickly;
  • Diplomacy Skills.

O que está sendo ofertado

  • Fixed salary
  • Transport vouchers
  • Health Assistance
  • Dentist Assistance
  • Life Insurance
  • Supermarket Vouchers
  • Cafeteria
  • Pharmacy Assistance
  • Parking
  • Gym at school
  • Private Pension

We evaluate candidates equally for all, regardless of race, creed, gender identity, nationality, sex, age, marital status, social origin, or disability.

See also our page on diversity:

Fernanda Assunção
Referência da Vaga

Resumo da vaga

Secretariado & Business Support
Assistente administrativa
Business Services
São Paulo
Tipo de contratação
Nome do consultor
Fernanda Assunção
Referência da vaga