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