Staff Administrative Assistant

Octave; São Paulo; Hybrid; BRL 60,000 - 90,000; Full time

Benefits offered by this job

Hybrid work model

In-office presence 2x per week

Job summary

Octave is seeking a Staff Administrative Assistant to support the LATAM team from the São Paulo office. You will handle day-to-day operations, coordinate schedules, maintain records, and serve as the first point of contact for visitors and staff.

The role includes event coordination, data entry, and liaison work with internal and external stakeholders, with a hybrid work pattern requiring in-office presence 2x per week.

Qualifications

• Bachelor's degree or coursework in Business or related field is strongly desired.
• 1–3 years of office experience preferred.
• Experience as administrative assistant or receptionist in a corporate environment required.

Responsibilities

• Provide high-level administrative support to LATAM team and manage day-to-day operations.
• Coordinate schedules and travel arrangements; manage visits to regional offices.
• Maintain organized files and data; ensure policy-compliant records retention.

Skills

Microsoft Office Suite

Organizational skills

Time management

Written and verbal communication

Discretion and confidentiality

Independent worker

Multitasking

Languages: Portuguese, Spanish, and英??

Office equipment proficiency

Education

Bachelor's degree in Business or related field

Tools

Microsoft Office Suite

Job description

Responsibilities

As a Staff Administrative Assistant in the Americas organization, you will have a unique opportunity to provide high-level administrative support to the LATAM team. This role involves managing day-to-day operations, coordinating schedules, maintaining records, and facilitating communication to ensure the smooth and efficient workflow across the region.

This position involves providing the first impression for all visitors and employees in the São Paulo office and operating as the primary support assistant for all reception/concierge functions in that location.

Administrative Support

• Perform general office duties, including maintaining office supplies.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Manage schedules and coordinate visits to different offices in the region.
• Coordinate with other administrative assistants within the organization to book conference rooms for events, training, meetings, etc.

Record Keeping

• Maintain organized and up-to-date files, records, and documentation.
• Enter and manage data in databases or spreadsheets with accuracy.
• Ensure compliance with organizational policies regarding document retention.

Event Coordination

• Assist with planning and coordination of employee engagement events.
• Assist with catering for lunch meetings and coffee break as needed.
• General support on corporate events.

Communication

• Act as a liaison between the departments and other internal or external stakeholders.
• Handle incoming and outgoing correspondence, ensuring timely responses.
• Provide clear, accurate information to inquiries while maintaining confidentiality.

Education & Experience

• Bachelor's Degree or coursework completed in Business, or another related field is strongly desired.
• Minimum 1 to 3 years of previous office experience.
• Previous experience working as an administrative assistant or receptionist in a corporate environment is required.

Skills & Abilities

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams) and office equipment. Ability to learn new applications is required.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Discretion and the ability to handle sensitive information with confidentiality.
• Strong attention to detail and problem-solving skills.
• Highly motivated and able to work independently with minimum direction.
• Ability to remain knowledgeable of company operations, policies and procedures.

Additional Requirements

• Familiarity with industry-specific tools, software, or procedures is a plus.
• Committed to diversity of thought and to creating a culture of inclusion.
• Language: Fluent in Portuguese, Spanish and English.

Work Environment

• The position is typically hybrid and requires going to the office 2x a week.
• Octave reserves the right to assign work and request in-office meetings as necessary.

About Octave

Octave provides mission-critical software that empowers organizations to make informed decisions across every stage of the asset lifecycle - Design, Build, Operate and Protect - where performance, safety, and reliability are non-negotiable and failure is not an option.

Turning complex operational data into actionable intelligence, Octave connects expertise, real-world conditions and enterprise-scale insight to improve performance, resilience and incident response where it matters most.

Octave has more than 7,000 employees in 45 countries. Learn more at octave.com and follow us on LinkedIn.

Why work for Octave?

All in. Always forward. That's the way we do things around here. We put trust in our people because we believe it's the best way to unleash potential, bring ideas to life, and keep moving ahead. And it's why we're committed to creating an environment that's truly supportive, providing you with the resources you need to support your ambitions, no matter who you are or where you are in the world.

Everyone is welcome

At Octave, we believe that diverse and inclusive teams are critical to the success of our people and our business. Here, everyone is welcome. As an inclusive workplace, we don't discriminate. In fact, we embrace differences and are fully committed to creating equal opportunities, an inclusive environment, and fairness for all.

Respect is the cornerstone of how we operate, so speak up and be yourself. You're valued here.

Executive Administrative Assistant

Job Location (Short)

São Paulo, Brazil

Workplace Type

Hybrid