What are the responsibilities and job description for the Administrative Assistant - External Communications - (Contract Position) position at Embraer?
- This is a contract position with part time hours**
Financial & Payment Support
- Execute all steps related to payment processing, including creation of purchase requests, purchase orders, and payment documents in accordance with internal policies.
- Follow up with Finance on invoices approved and ready for payment.
- Support budget tracking and control for the External Communications department.
- Prepare and provide regular payment and budget status reports to department leadership.
- Manage suppliers’ monthly administrative processes, including:
- Requesting invoices for recurring fees
- Requesting monthly activity reports
- Tracking deliverables and workload
- Provide visibility to leadership on supplier workload and contract status.
- Maintain constant coordination with the Procurement team to support local contracts.
- Assist with the review, adjustment, and amendment of existing contracts, ensuring alignment with internal processes.
- Support U.S. sponsorship processes by assisting with governance, tracking, and documentation flow.
- Follow up on approvals and activities within Compliance and Procurement systems.
- Interface with sponsors to collect invoices, sponsorship agreement signatures, and required reports.
- Handle ad-hoc administrative requests within the Communications area, including:
- Visits and events support
- Travel arrangements
- Press-related logistical activities
- Attend meetings as required and organize materials, documentation, and records.
Provide administrative and financial-process support to the Government Relations and Embraer Foundation departments, including:
- Payment processing
- Financial reporting support
- Sponsorships, memberships, and related documentation