Main purpose of job:

The Department for Business and Trade (DBT) is the UK government department which promotes and finances international trade and development and champions free trade. In Brazil, DBT operates within the British Embassy in Brasília, as well as throughout Consulates in São Paulo, Rio de Janeiro, Belo Horizonte and Recife, with teams working primarily to promote a number of sector specific export campaigns.

The British Consulate-General in Sao Paulo is looking for a full-time Business Support Analyst to provide business and administrative assistance in a fast-paced, fascinating environment. This is an important central role, reporting directly to the Business Support Manager, where you will provide a range of support services for the DBT Executive Director and rest of the DBT Senior Management team.

This role will suit a team player who is open to new ideas and ways of working and is comfortable with constantly changing priorities and managing a full workload. Experience in secretarial duties and/or administration is essential, and experience in events and budget management is desirable.

Roles and responsibilities:

Business Support (40%): Provide administrative support for the Business Support team in Brazil and work with wider teams to ensure smooth running of DBT Brazil at the São Paulo Consulate and on occasion supporting other senior DBT staff as required. The jobholder will also work collaboratively with other teams for official visits, events, elaborate briefings and/or general support. This will also include helping support visitors to the consulate and dealing with ad hoc projects as required.

Administrative support (40%):  Coordinate budget management, forecast, and monitor spend across the DBT Brazil team. Identify and deal with anomalies and support teams to achieve year-end spend within 1% of budget. Support the core functions of the DBT team, oversee an intern and support other DBT sectors in Brazil when required.

Diary Management + Expenses reconciliations (20%): Receive and schedule internal/external meeting requests for the Director of DBT Brazil – provide clear advice on priorities, flagging deadlines, providing/chasing updates and reconcile DBT Brazil expenses on internal systems as required.

The job holder should be quick, precise and discreet. They should be a good planner and be able to juggle competing demands, switch between different functions and be comfortable working at speed with a lot of different customers. They should also be a friendly and approachable face of the DBT Brazil Senior Management team to senior outsiders and to staff and comfortable solving problems and coming up with innovative solutions. They need to be keen to be part of a culture of excellence, respect and working together. This person also needs to be comfortable with the responsibilities of this role shifting and changing depending on emerging priorities and the needs of the consulate.

Resources managed:

• 1x Intern

• Professional experience in business, commercial or administrative functions.
• Ability to solve problems, prioritise, organise and manage multiple tasks.
• Capacity to have a high-standard customer-focused approach.
• Be a committed team player who is self-motivated, resilient, and comfortable working autonomously.
• Experience in event organisation (suppliers, travel and logistics).
• Written and oral fluency and very good communication skills in both Portuguese and English.
• Very good command of Microsoft Office (Outlook, Excel, Word).
• Ability to manage stakeholders.
• Legal status to live and work in Brazil in your own right, from time of application.