Administrative Assistant

Remote

Full Time

Entry Level

Administrative HR Assistant

Must reside in Brazil for this position

Company Overview

For over 20 years, FoodChain ID has been a leader in the New Food industry, helping companies meet the rising demand for transparency, accountability, safety, and sustainability. Our services include Non-GMO Project verification, USDA Organic certification, BRC and SQF certification, and more. Today, more than 30,000 companies across 100+ countries rely on FoodChain ID to ensure product integrity and food chain safety and transparency—one client, one product at a time.

Position Overview

This role provides administrative and operational support to a global team, primarily based in the U.S., ensuring the accuracy and timeliness of processes, data entry, and system updates. The Administrative Assistant is responsible for organizing onboarding activities, meetings, and internal communications to enhance overall team effectiveness. A high level of discretion is required to handle sensitive information appropriately.

Key Responsibilities

Meeting & Onboarding Support

- Schedule team meetings, maintain notes, and track action items
- Coordinate IDer Success onboarding sessions, orientations, and interview logistics

Systems Administration

- Maintain the company organizational chart and employee records
- Enter new hire data, including I-9s and background checks
- Create and update employee files in shared systems
- Submit IT tickets for onboarding and offboarding processes

Employee Data & Reporting

- Generate and distribute reports as requested
- Support syncing of IT organizational structure with organizational systems and Azure directory

TouchPoints & Performance Cycle

- Organize and maintain TouchPoint folders for performance conversations
- Process Personnel Action Forms (PAFs) for annual bonus and merit increases
- Produce and distribute Bonus and EBIP letters annually

Recruiting System Support

- Update and sync data across recruiting platforms (LinkedIn, fcid.com, the insIDer, Handshake)
- Maintain accurate candidate records for consistent tracking and communication

Employee Communication & Access

- Draft and send CEO welcome letters and IDer cards for US-based associates
- Manage Paycom user access for employees and clients

Team Operations

- Manage the shared team inbox and route inquiries to the appropriate recipients
- Process time-off approvals for US-based team members

Qualifications

- Strong attention to detail and organizational skills
- Skilled in Microsoft SharePoint, Teams, and Excel
- Demonstrates outstanding proficiency in English communication
- Ability to handle confidential information appropriately

Preferred Qualifications

- Experience with HCM systems such as payroll, time & attendance, organizational charts, and recruiting software
- Familiarity with HR processes for onboarding, employee records, and performance management cycles
- 2+ years of office administration, coordination, or support experience

Hours

The standard work schedule consists of 44 hours per week, with at least 50% of the hours falling between 9:00 AM and 4:00 PM CST. The remaining 50% of the hours may be scheduled flexibly.

Location

Remote, work from home in Brazil

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