Job Description
- Assist Executive Assistants with calendar management, travel, and expenses.
- Prepare various communications and reports.
- Coordinate internal and external meetings.
- Manage travel arrangements and related documentation.
- Handle office supplies, mail, and phone system.
- Prepare purchase orders and invoices in ERP.
- Coordinate Vendor Qualifications.
- Book airfare, hotels, and process visas.
- Ensure statutory compliance.
- Minimum 2 years of administrative experience.
- Proficiency in English and Portuguese.
- Strong skills in Microsoft Office and virtual platforms (Zoom, Teams, WebEx).
Administrative Assistant
Position Summary
We are seeking an Administrative Assistant to support Plug Power’s Brazil team as well as our associates and customers. In this role you will be responsible for efficiently maintaining the daily tasks and operations of the administrative team. The ideal candidate will be a dynamic self-starter with acute attention to detail, excellent communication skills, and the ability to interact professionally and effectively with the individuals we support. You will be working within our Brazil ‘office, for not only Brazilian projects, but also for Services all over the world engaging different cultures.
Core Duties and Responsibilities
- Assist Executive Assistants as needed including maintaining calendars, coordinating appointments/conferences/teleconferences, managing travel itineraries, and handling expenses
- Prepare communications such as memos, emails, invoices, reports, and other correspondence
- Coordinate internal and external meetings by maintaining conference room calendars, coordinating meeting materials, and managing catering when needed
- Act as the first point-of-contact for Travel by maintaining relationships with our travel partners, coordinating contracts, obtaining employee travel documents, managing Travel and Expense software, and booking travel for our personnel
- Act as the first point-of-contact for business cards, office supply orders, incoming mail, FedEx, and the phone system
- Collaborate with the administrative team to develop organized administrative systems
- Perform all other duties as assigned, which may vary based on location.
- Prepare (purchase) orders & invoices for our Services in our ERP system
- Coordinate Vendor Qualifications for PLUG’s clients.
- Provide support to PLUG Europe Project Assistants (PA’s)
Location Dependent Duties and Responsibilities
- Airfare booking, hotel booking. Visa processing for multiple countries.
- Statutory compliance handling
Education and Experience
- 2+ years of administrative experience required
- Excellent written and verbal communication skills in English and Portuguese
- Strong proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook) Virtual Platforms (Zoom, Teams, WebEx), and other web-based platforms highly preferred
- Ability to manage and respond to a steady flow of projects and initiatives in a high-paced environment
- Knowledge of office management systems and procedures
- Maintain confidentiality when dealing with sensitive material
- Positive attitude, attention to detail, and problem-solving skills.
- Ability to manage complex projects and multi-task effectively
- Ability to role model high standards of professionalism
- Excellent follow-through
- Must be driven, self-motivated and pro-active
- Must possess the highest ethical standards and a commitment to work quality
Plug Power Inc. is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other legally protected status.
