Corporate Business Executive

Expecto Health Science; Região Norte; On-site; BRL 45,000 - 75,000; Full time

Job summary

Expecto Health Science seeks an organized administrator to provide cross-functional support across office administration, HR, business support, marketing and basic finance processes in Brazil. You will coordinate with regional teams, manage day-to-day operations, assist with recruitment, proposals and invoices, and help ensure smooth operations while maintaining confidential records.

You will liaise with HR, payroll, insurance and IT providers, support social media and marketing efforts, and

Qualifications

• Diploma or degree in Business Administration, HR, Marketing, Finance, Accounting, Management or related discipline.
• Approx. 1–3 years' relevant experience in administration, business support, HR coordination, marketing/finance support or similar; fresh graduates with strong organisational and communication skills may be considered.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook and Teams); strong written/verbal communication, organisation and attention to detail.
• Ability to prioritise multiple workstreams, work independently and collaborate with regional teams; billing/invoicing or basic finance experience advantageous.
• Experience in clinical research, healthcare, pharmaceutical, biotechnology, professional services or other regulated industries is an advantage.
• Proactive, dependable and accountable.
• Resourceful in a growing organisation.
• Professional with employees, clients, vendors and stakeholders.
• Careful with confidential information.
• Adaptable across functions and able to complete tasks with minimal supervision.

Responsibilities

• Manage day-to-day office operations, supplies, vendors and records.
• Support onboarding/offboarding, employee leaves and training records.
• Coordinate interview scheduling, recruitment and meetings.
• Assist with proposals, quotations, presentations and capability materials; maintain client and business records.
• Coordinate client invoices and billing schedules; monitor outstanding invoices and reimbursements.
• Maintain accurate, complete and confidential records; follow data-protection requirements and identify process improvements.

Skills

Microsoft Office

Communication

Organizational skills

Independent & collaborative

Education

Diploma or degree in Business Admin/HR/Marketing/Finance/Accounting/Management or related discipline

Job description

About the role

Provide administrative and operational support across office administration, HR, business support, marketing and basic finance processes. Coordinate multiple responsibilities with colleagues across departments and regional offices.

Key responsibilities

• Manage day-to-day office operations, supplies, vendors, records, support onboarding/offboarding, employee/leave/training records, interview scheduling, recruitment coordination, meetings, travel and events; assist with policies and liaise with HR, payroll, insurance and IT providers.

• Support management and business development teams; prepare proposals, quotations, presentations and capability materials; maintain client/business records, trackers and reports; coordinate follow-ups, client meetings, site visits, conferences, webinars, contracts and information collection across markets/time zones.

• Assist with social media, company updates, newsletters and marketing communications; coordinate vendors, promotional/event materials and corporate gifts; support website, profiles, brochures and presentations; maintain marketing calendar and track campaigns/events; support conferences and basic activity reporting.

• Coordinate client invoices and billing schedules; collect supporting documents and follow up on milestones/POs; monitor outstanding invoices; support staff claims, vendor invoices, reimbursements and office expenses; maintain records and assist with budget tracking, expense reporting and monthly administrative reconciliation.

• Maintain accurate, complete and confidential records, client and financial information; follow company policies, quality and data-protection requirements; identify process improvements and provide additional administrative/project support as business needs evolve.

About you

• Diploma or degree in Business Administration, HR, Marketing, Finance, Accounting, Management or related discipline.

• Approximately 1–3 years' relevant experience in administration, business support, HR coordination, marketing/finance support or similar; fresh graduates with strong organisational and communication skills may be considered.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook and Teams); strong written/verbal communication, organisation and attention to detail.

• Ability to prioritise multiple workstreams, work independently and collaborate with regional teams; billing/invoicing or basic finance experience advantageous.

• Experience in clinical research, healthcare, pharmaceutical, biotechnology, professional services or other regulated industries is an advantage.

• Proactive, dependable and accountable.

• Resourceful in a growing organisation.

• Professional with employees, clients, vendors and stakeholders.

• Careful with confidential information.

• Adaptable across functions and able to complete tasks with minimal supervision.