The Norwegian Consulate General in Rio de Janeiro is seeking an organized, dynamic, and proactive professional to join our team. This is a key administrative role that combines responsibilities as receptionist, executive assistant, and office coordinator, as well as providing support with events and other administrative tasks.
Responsibilities include:
Receptionist duties:
- Primary responsibility: Ensure a professional and welcoming presence at the reception on weekdays from 9:00 to 12:00.
- Greet and assist visitors, responding to inquiries in person, by phone, and via e-mail.
- Manage incoming and outgoing correspondence.
Executive Assistant to the consul general:
- Work closely with the consul general to manage her daily schedule, priorities, and commitments.
- Support travel arrangements and logistical needs.
Office Coordinator:
- Calendar and planning: Manage the annual check list and ensure key deadlines are met.
- Meeting coordination: Organize and prepare for office meetings, including agenda preparation, note-taking, and follow-up on action points.
- Administrative organization: Support daily operations of the office, including supplies management, liaising with service providers, and overseeing administrative processes.
- Internal communication: Act as a central point of contact for team updates, ensuring clarity and consistency in internal messaging.
Event Support:
- Assist with the planning and execution of events, including logistical coordination, invitations, and on-site support.
What we are looking for:
The ideal candidate should have:
- A bachelor’s degree in administration, event management, organizational sciences, international relations, or a related field. Relevant work experience may compensate for formal education.
- Exceptional organizational skills: Ability to manage multiple priorities and deadlines with attention to detail.
- Proactivity and flexibility: Anticipate needs, take initiative, and adapt to a dynamic work environment.
- Strong interpersonal and communication skills: Professional demeanor, excellent in-person and phone etiquette, and the ability to build relationships with internal and external stakeholders.
- Discretion and reliability: Handle sensitive information with the utmost confidentiality.
- Team-oriented mindset: Contribute positively to a collaborative environment while working independently when needed.
- Language skills: Fluency in English and Portuguese is essential.
- Technical proficiency: Competence in office software (e.g., Microsoft Office) and familiarity with digital tools for scheduling and event management.
Additional qualities that would be beneficial:
- Experience in administration, event coordination, or as an executive assistant.
- Familiarity with diplomatic or international environments.
What we offer:
- A meaningful and varied role within an international workplace.
- Opportunities to work closely with the consul general and contribute to Norway’s presence and activities in Brazil.
- A supportive and professional team environment where your contributions will directly impact the success of our mission.
- Opportunities for professional development and learning.
This role is central to supporting the smooth operation of the consulate general and contribute to a positive work environment. If you are a motivated, service-minded professional who thrives on taking initiative and enjoys making a difference, we would love to hear from you!
Application Process:
Submit your application as a single PDF document to cg.riodejaneiro@mfa.no by 17.02.2025. Label your email with the subject line: Administrative Officer and Receptionist – (Your Name).
The application should include:
- A brief cover letter in English
- A concise CV in English, including two references
Late applications will not be considered. For enquiries, please contact us via email.