Administrative Assistant - External Communications - (Contract Position)

This is a contract position with part time hours

Workload: 30 hours per week

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.

Supplier & Contract Management

• 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.

Sponsorship & Compliance Support

• 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.

Administrative & Operational Support

• 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.

Cross-Department Support

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

Embraer is an equal opportunity employer