Executive Assistant

Job Title:

Executive Assistant

Summary:

This role provides comprehensive administrative and operational support to ensure smooth office management and effective coordination of internal and external activities. Key responsibilities include managing visitor logistics (transportation, accommodations, and reservations), overseeing office improvements, and supporting the sales team with expense reporting and Concur processes. The position also handles purchase requisitions, supplier registration, and contract management, while coordinating meetings with industry associations and internal stakeholders.

Responsibilities Include:

General

• Manage the entire visitor and client visit process, including transportation, hotel accommodations, and restaurant reservations.
• Oversee office improvement initiatives by identifying needs and recommending solutions.  
• Provide administrative support to the Sales team, including expense reporting and Concur system assistance
• Coordinate the ordering and distribution of business cards, including purchase requisitions and receipt tracking.
• Handle driver scheduling and payment processing for visitor transportation. Prepare and issue visa letters for visitors as required.
• Deliver high-level administrative support to the LAM Regional Leader.
• Organize and coordinate internal and external meetings, ensuring all logistics are managed effectively .
• Effective participation in meetings outside the company to coordinate and make sure that everything works well.
• Manage the corporate vehicles fine process, including tracking, payment, and compliance.

Specific Admin Support

• Process purchase requisitions in SAP accurately and in a timely manner .
• Supplier registration (MIGO)
• Responsible to coordinate meetings with Associations such as: Abiquim, Abicol, IBI, Afeal.
• Post Office payments 
• Registry Office payments   
• Carriers’ payments.
• Oversee contract management through DocuSign or physical documentation, maintaining proper records.

​

Specific Commercial Area Support

• Manage registration and updates of payment terms for the Construction Segment
• Handle customer registration processes for the Construction Segment, ensuring data accuracy and compliance

Qualifications:

The following are required for the role

• Bachelor’s degree in Administration or related field.

• Advanced English Level.

• Digital literacy and research skills, including the ability to analyze the reliability of information.

• Good Skills with Microsoft Office.

• Data management and entry skills, including the ability to maintain and improve filing systems.

• Written communication skills.

• Time management and flexibility.

• Highly organized, detail-oriented, and capable of managing multiple priorities in a dynamic environment.

• Event planning and coordination.

• Ability to work well independently and in collaboration with others.

The following are preferred for the role

• Very organized with files and physical information.

• Supply management and inventory control.

• Proactive approach to problem-solving and process improvement.

• SAP.

What We Offer:

At Momentive, we value your well-being and offer competitive total rewards and development programs. Our inclusive culture fosters a strong sense of belonging and provides diverse career opportunities to help you unleash your full potential. Together, through innovative problem-solving and collaboration, we strive to create sustainable solutions that make a meaningful impact. Join our Momentive team to open a bright future. #BePartoftheSolution

About Us: