Vacany in  - Foto:Rio de Janeiro
Rio de Janeiro

Vacancy: Administrative Officer and Receptionist

Norwegian Consulate General in Rio de Janeiro is seeking for an Administrative Officer and Receptionist

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.