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Team and Office assistant

Date: May 27, 2021

Location: Sao Paulo, SP, BR

Company: Beam Suntory

Beam Suntory is Crafting the Spirits that Stir the World. Rooted in two centuries of family heritage, Beam Suntory has evolved into the world's third largest leading premium spirits company ... where each employee is treated like family and trusted with legacy. With our greatest assets - our premium spirits and our people - we're driving growth through impactful marketing, innovation and an entrepreneurial spirit. Beam Suntory is a place where you can come Unleash your Spirit by making an impact each and every day.



Team and Office assistant  


The following position is open in São PauloBrazil.


What makes this a great opportunity?

This role will provide executive and office support to the Managing Director S&CA and the entire leadership team in Brazil. Also, will be responsible for providing support to the entire team in Brazil and for coordinating the administrative and operational activities of the office in São Paulo. We are looking for a person who is proactive, flexible and can adapt to different personalities and styles of management.  Needs to be multitasking, be extremely organized and know how to prioritize activities.


Role Responsibilities

  • Secretarial Support for MD and Brazil Leadership team
  • Facilities and Office Management:
    • Maintenance of Brazil office
    • Management of 3rd party suppliers: cleaning service, IT company, telephone provider, parking, and others
  • Prepare travel reports and controls
  • Welcome new employee and provide all necessary tools (notebook, cellphone, parking tag, badge) and office access
  • Expense reports of the MD
  • Corporate credit card requests and control for whole team
  • Post office, telephone lines management, documentation control, bridge to HR for fleet penalties control, for hiring and exit process (documentation and tools), courier responsibility
  • Travel arrangements for Leadership Team
  • Diary management, book meetings with Brazil team and the region
  • Organization of meetings and events as Sales Convention, Cycle Plan
  • Filing documentation and catalogue contracts
  • Phone calls filtering, addressing only the relevant ones to the areas
  • Prepare documents and compile information to facilitate MD meetings, ahead of time
  • Follow up on requests and deadlines for employees and within the Leadership Team
  • Prioritization and management of meeting requests
  • Office expenses budget control: purchase of office supplies


Qualifications & Experience

Analytical and structured thinking to be able to make prioritization decisions on behalf of the MD regarding meeting schedules

Always looks for alternatives and solutions whenever faced with obstacles

Can work independently and efficiently;

Attention to details and accuracy

Clear, objective and positive communication

Creativity and team empathy

Motivation, open minded attitude, global thinking

Confidentiality and discretion dealing with information

Strong organization and prioritization of tasks

Ability to work under pressure and tight deadlines

Capacity to manage issues and escalate appropriately.

Ability to communicate to and manage issues with senior management levels PC skills (Word, Excel, PowerPoint, Outlook and SAP)

Desirable Office Administration qualification 


Planning and Organization

Problem solving and proactive

“Hands-on” attitude

Positive intent and optimistic take on things




At Beam Suntory, people are our number one priority, and we believe our people grow together in diverse and inclusive environments where their unique insights, experiences and backgrounds are valued and respected. Beam Suntory is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, military veteran status and all other characteristics, attributes or choices protected by law. All recruitment and hiring decisions are based on an applicant’s skills and experience.