Staff Administrative Assistant, Administration

As a Staff Administrative Assistant in the Americas organization, you will have a unique opportunity to provide high-level administrative support to the LATAM team. This role involves managing day-to-day operations, coordinating schedules, maintaining records, and facilitating communication to ensure the smooth and efficient workflow across the region.

This position involves providing the first impression for all visitors and employees in the São Paulo office and operating as the primary support assistant for all reception/concierge functions in that location.

Key Responsibilities:

1. Administrative Support

• Perform general office duties, including maintaining office supplies.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Manage schedules and coordinate visits to different offices in the region.
• Coordinate with other administrative assistants within the organization to book conference rooms for events, training, meetings, etc.

• Maintain organized and up-to-date files, records, and documentation.
• Enter and manage data in databases or spreadsheets with accuracy.
• Ensure compliance with organizational policies regarding document retention.

• Assist with planning and coordination of employee engagement events.
• Assist with catering for lunch meetings and coffee breaks as needed.
• General support on corporate events.

• Act as a liaison between the departments and other internal or external stakeholders.
• Handle incoming and outgoing correspondence, ensuring timely responses.
• Provide clear, accurate information to inquiries while maintaining confidentiality.

-The position is typically hybrid and requires going to the office 2x a week.
-Hexagon reserves the right to assign work and request in-office meetings as necessary.

Education / Qualifications

Education & Experience

• Bachelor's Degree or coursework completed in Business, or another related field is strongly desired.
• Previous experience working as an administrative assistant or receptionist in a corporate environment is required.

Skills & Abilities

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams) and office equipment. Ability to learn new applications is required.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Discretion and the ability to handle sensitive information with confidentiality.
• Strong attention to detail and problem-solving skills.
• Highly motivated and able to work independently with minimum direction.
• Ability to remain knowledgeable of company operations, policies and procedures.

Additional Requirements:

• Familiarity with industry-specific tools, software, or procedures is a plus.
• Committed to diversity of thought and to creating a culture of inclusion.
• Language: Fluent in Portuguese and English. Intermediate level of Spanish is required.

About Hexagon

Hexagon is a global leader in digital reality solutions, combining sensor, software and autonomous technologies. We are putting data to work to boost efficiency, productivity, quality and safety across industrial, manufacturing, infrastructure, public sector, and mobility applications.

Hexagon’s Asset Lifecycle Intelligence division helps clients design, construct, and operate more profitable, safe, and sustainable industrial facilities. We empower customers to unlock data, accelerate industrial project modernization and digital maturity, increase productivity, and move the sustainability needle.

Hexagon (Nasdaq Stockholm: HEXA B) has approximately 25,000 employees in 50 countries and net sales of approximately 5.4bn EUR. Learn more at hexagon.com and follow us @HexagonAB.

Why work for Hexagon?

At Hexagon, if you can see it, you can do it. Hexagon’s Asset Lifecyle Intelligence division puts their trust in you so that you can bring your ideas to life. We have emerged as one of the most engaged and enabled workplaces. We are committed to creating an environment that is truly supportive by providing the resources you need to fully support your ambitions, no matter who you are or where you are in the world.

Everyone is welcome

At Hexagon, we believe that diverse and inclusive teams are critical to the success of our people and our business. Everyone is welcome—as an inclusive workplace, we do not discriminate. In fact, we embrace differences and are fully committed to creating equal opportunities, an inclusive environment, and fairness for all.