Jussara Ribeiro da Silva

Supported directories : Finance, Legal & Compliance and New Business

• Travel arrangements, itineraries and air tickets issue coordination, hotel reservations, passport, and visa renewal control, arrange business meetings by the BCD System Travel
• Responsible for meeting rooms preparation, events coordination, Town Hall lunches and receptions to visitors and guests, checking necessary material and scheduling in advance, as well as confirmation with those involved
• Provided overall administrative duties and office management, such as preparation of presentations, supplier registration, spreadsheets, contact data updating, call screening
• Provide services to translation for the video meetings
• Participate and coordinate some volunteer Managed and prepared expense/travel reports by Concur
• Responsible for Travel Agency and contact with the Hotels by BCD Travel and according of Baxter Travel Policy
• Manager and create documents to Securemate approval system
• Systems: Outlook, Concur, Coupa, SharePoint, DocuSign, Connecting Telepresence and Webex session meetings; Zoom Meeting, Teams
• Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
• Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
• Updated and maintained confidential databases and records.
• Developed and maintained automated alert systems for important deadlines.
• Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
• Worked with senior management to initiate new projects and assist in various processes.
• Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
• Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
• Volunteered to help with special projects of varying degrees of complexity.
• Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
• Facilitated training and onboarding for incoming office staff.
• Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
• Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
• Assisted in the development of company policies and procedures, contributing to a more organized work environment.
• Coordinated events and worked on ad hoc projects.
• Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
• Self-motivated, with a strong sense of personal responsibility.
• Demonstrated respect, friendliness and willingness to help wherever needed.

• Responsible to payment suppliers using ERP SAP System
• Managing the Calendar including Week and Monthlies meetings
• Helping the team budget and forecast Coordinating the Town Hall and others important meetings involving all departments and main stakeholders
• Booking the logistic to Director Systems: Outlook, Concur, SAP, Shopping Cart, Spider
• Offered technical support and troubleshot issues to enhance office productivity.
• Remained solutions-oriented in face of complex problems to assist management and overall business direction.
• Boosted customer satisfaction by promptly addressing inquiries and resolving issues professionally.
• Reduced overhead costs with vigilant expense monitoring while maintaining a high standard of quality for materials or services utilized.

• Proactively managed and coordinated executives' calendar ensuring appropriate preparation for daily activities: scheduling and coordination of external and internal meetings, speaking engagements at conferences, trade shows and seminars, phone calls, interviews, events, etc
• Managed (analysis, edition, and distribution) mailbox and documents
• Travel arrangements, itineraries and air tickets issue coordination, hotel reservations, passport, and visa renewal control, arrange business meetings
• Responsible for meeting rooms preparation, events coordination, lunches and receptions to visitors and guests, checking necessary material and scheduling in advance, as well as confirmation with those involved
• Supporting intercontinental team meetings and monthlies report
• Connecting Telepresence and Webex session meetings
• Managing the meetings according to fusion time including Asia, US and Latam Team
• Provided overall administrative duties and office management, such as preparation of presentations, supplier registration, spreadsheets, contact data updating, call screening
• Managed and prepared expense/travel reports, collecting, filing, and submitting all receipts
• Responsible for Travel Agency and contact with the Hotels Systems: Outlook, Concur, Ariba, SAP and SharePoint

• Proactively managed and coordinated executives' calendar ensuring appropriate preparation for daily activities: scheduling and coordination of external and internal meetings, speaking engagements at conferences, trade shows and seminars, phone calls, interviews, events, etc; Coordination and logistic organization of meetings, conventions and launches
• To be responsible for training and supervising young trainees and to manage a structure of their activities and development to giving support for all of the Marketing team
• Coordination of external and sales meetings logistics, Hotel and technical visit and gifts to team
• Helping and collaboration the Compliance and Internal Process Department training others administrative issues
• Creating Purchase orders and payments, reimbursement using SAP, Concur and Ariba Systems.

• Proactively managed and coordinated executives' calendar ensuring appropriate preparation for daily activities: scheduling and coordination of external and internal meetings, speaking engagements at conferences, trade shows and seminars, phone calls, interviews, events, etc
• Coordination and logistic organization of meetings, conventions to external stakeholders Managing the team calendar and coordination opportunities to company and Minister of Heath meetings, headquarters visit in Basel, and others strategic meeting
• Coordination of external and sales meeting; logistic, Hotel and technical visit, launches gifts
• Supply Payments, reimbursement using SAP, Workflow and Ariba Systems.

• Proactively managed and coordinated executives' calendar ensuring appropriate preparation for daily activities: scheduling and coordination of external and internal meetings, speaking engagements at conferences, trade shows and seminars, phone calls, interviews, events, etc
• Team Building Meetings
• Support IT Projects: documents, requirements to attend SOX and Global Audit; Managing IT Agreements deadlines, renewal licenses and support, handle ling with legal and purchase department.

• Supporting the executive Assistant to HR Vice President Preparing the call and video conferences
• Preparing meal and logistics for internal and external meeting and visitors
• Managing the HR documents to expatriates Helping the benefits and international mobility department Preparing documents to Consulates and Federal Policy Brazil