Taynara Ramos
São Paulo,SP
Resumo
Senior operations and administrative professional with 15 years of experience across international entities, diplomatic missions, and corporate governance environments. Strong background in regulatory compliance, complex case management, and financial verification. Long term practice in managing sensitive customer escalations via phone and email channels, maintaining professional boundaries, and tracking data trends through CRM and legacy databases. Fully bilingual in English and Portuguese with professional fluency in Spanish.
Visão geral
1
1
Certification
18
18
years of professional experience
Experiência profissional
Tech Bilingual Talent Acquisition
Addvisor Group
São Paulo, SP
2026.04 - Atual
- Governance & Operational Control: Audit financial records, timesheets, and payroll details across corporate partner entities to guarantee total contractual alignment and prevent discrepancies. (30%)
- Risk & Account Management: Coordinate formal contract terminations and offboarding workflows, managing sensitive administrative and legal departures securely. (10%)
- Technical Assessment: Conduct structured interviews in English and Spanish to validate technical qualifications and clear communication standards for global project staffing. (60%)
Bilingual Executive Assistant and People Analyst & Facilities
Drummond Advisors
São Paulo
2024.08 - 2026.03
- Manage the operational needs of the office, provide executive support, and collaborate with internal teams to ensure smooth logistical operations.
- Manage the operational needs of the Drummond Advisors office, handle office supplies, and maintain relationships with building administration.
- Coordinate FedEx and Correios shipments, ensuring all incoming and outgoing correspondence is processed efficiently.
- Oversee the distribution of materials to new hires, including welcome kits, equipment (monitors, notebooks, headsets, keyboards), and manage reverse logistics through Correios.
- Handle requests for updated documents from JUCESP and legal processes and assist the legal team with digital signature processes.
- Organize internal meetings with department leads and external prospects, handling all logistics such as scheduling, technology setup, catering, and preparing meeting materials.
- Draft meeting agendas and ensure leadership is fully prepared for each session.
- Attend web conference meetings, take detailed notes (using tools like Copilot and transcription), distribute minutes, and follow up on action items to ensure timely completion.
- Manage both domestic and international travel arrangements for executives, creating detailed itineraries and ensuring all necessary documentation is current and accurate.
- Successfully organized two corporate events from December 2024 to January 2025: team leader conferences with seminars and team-building activities.
- Coordinated logistics, managed budgets, and negotiated contracts with vendors to maximize cost-effectiveness.
- Worked closely with internal teams to ensure seamless execution of the events.
- Work closely with the People Team (HR) to coordinate team events and conferences, ensuring smooth logistical operations.
- Collaborate closely with practice leadership and the Accounting & Finance Department to prepare and send engagement letters, generate client invoices (including compiling and reviewing time records, managing pass-through and third-party costs, incorporating expenses, and drafting cover letters).
- Produce time reports for engagement teams, update project budgets, support accounts receivable and billing processes, and track and monitor practice expenses.
Administrative and Facilities Clerk
U.S Embassy
Brasília
2022.10 - 2024.07
- Oversaw facility maintenance and repair operations, managing requests and coordinating with teams and landlords.
- Handled procurement of supplies, adhering to financial protocols.
- Provided customer service via the help desk and supported senior management with budgeting and financial tasks.
- Act as the first point of contact to receive maintenance and repair requests from personnel at all levels of the Embassy.
- Process auto-generated preventive maintenance requests and deliver them to the Engineers for action.
- Contact leased property landlords when repair/service requests require the landlord to act accordingly.
- Coordinate between the tenant and the landlord for access to the property. Generate weekly and monthly reports, including statistics on approved, outstanding, and completed work orders, labor hours, and materials used for the Manager and Engineers' review.
- Procure admin supplies and materials for Maintenance and Repair in accordance with the Financial Management Office and Facilities Management Office.
- Employ Customer Helpdesk email to track, answer, and provide customer-oriented assistance for CMPD and Residential requestors.
- Broadcast emails to the community.
- Serve as a Point of Contact between the FAC Team and other Embassy sections.
- Attend the FAC Weekly Meeting to report to the FMs and office team on the previous week's achievements and the upcoming week's goals.
- Assist the administrative team to compile and review weekly reports from the office team to prepare the Management Weekly Report for Facility Manager review and approval. Submit it to Management through One Note report.
- Act as a GMMS mentor to users, providing guidance and support, and providing local training when required.
- Review, update, archive, and disseminate FAC procedures and policies.
- Help in creating and developing the yearly budgets along with the Supervisor. Act as sub-cashier for the facility management office. Responsible and accountable for upwards of US$500 when needed. Maintain accurate records and reports.
- Coordinate cash replenishments. Process small project contractor and Building Maintenance Expense vendor invoices and prepare them for the Senior Facility Manager's signature prior to delivering them to the financial office for payment.
- Temporary back-up of the administrative supervisor position.
Australian Visa Analyst
Tagarela Intercâmbios
Remote
2022.01 - 2023.04
- Provided updated and accurate guidance on the Australian visa process and cultural nuances.
- Aided over 100 customers seeking student visas (500) to Australia by ensuring that their profile is acceptable for visa approval through legal and documentation processes, increasing the likelihood of immigration for study, work, and travel purposes.
- Respond swiftly and accurately to a wide range of challenging consumer inquiries and complaints while remaining pleasant.
- Use Zoho CRM to collect data on leads, clients, and past clients.
- Update visa application percentages and reports to establish team deliverables.
- Oversee and manage the processing of each of these applications, which includes reviewing complex and sensitive information, and civil documents.
- Revise and/or write the Statement of Intent, assist students in writing their study plan, and check them to increase the chances of successful visa application.
- Advise students about documents required by immigration authorities of Australia, as lack of any document may result in refusal of visa application.
U.S. Senior Program Officer and Analyst
Fulbright Commission
Brasília
2014.10 - 2022.05
- Managed students' interests working along with the U.S. State Department to assist students, establishing relations with U.S. academic institutions, and other agencies concerning program-related matters.
- Assisted candidates interested in applying for the Fulbright.
- Managed the application selection process, implementing, and giving technical support for grantees and visa procedures.
- Led a group of around 100 students per year, from the selection process until their arrival in the U.S.
- Coordinated with the Financial Manager the Grant and allowances payment, also tuition and fees for the U.S. Universities.
- Handled hotel and flight reservations, catering, ground transportation, and per diem for national events, with budgets up to 25k USD per event for the Pre-Departure Orientation in São Paulo (2015, 2016, 2017, 2018, and 2019).
- Conducted interviews, set up meetings as part of the recruitment process of Brazilian students.
- Collaborated with the IT team in developing, monitoring CRM and AdHoc systems to produce statistical reports in accordance with LGPD requests.
Officer and Administrative Assistant
CAPES - Brazilian Ministry of Education
Brasília
2010.03 - 2014.09
- Managed diverse projects and provided technical guidance to stakeholders across multiple countries.
- Fostered collaboration between academic and government sectors, supporting the Brazilian Ministry of Education with organizational and diplomatic expertise.
- Coordinated research and lecture projects, including: Pró-Haiti Emergency Program: Undergraduate grants for students from Port-au-Prince to study in Brazilian universities.
- Analyzed, proofread, and requested payment for the Financial Aid for Educational/Research Projects (AUXPE).
- Managed the application selection process through the BR Government SCBA Platform.
- Organized workshops, program events, research conferences, and seminars, providing technical assistance to a range of audiences, including senior government officials.
Executive Assistant to Chief Executive Officer
Embassy of Dominican Republic
Brasília
2007.10 - 2008.02
- Developed the ability to adapt to different cultures and work in a cross-cultural environment, requiring preparation and cultural awareness to overcome challenges.
- Assisted the Senior Secretary in drafting minutes, resolutions, and proposal papers.
- Handled confidential information with discretion.
- Supported the Dominican Republic Independence Day celebration.
Formação acadêmica
Bachelor Degree - International Relatios
UDF
BrasíliaVocational Diploma - Tour Guiding
ETEC-SP
São PauloHabilidades e competências
- ACCOUNTABILITY
- CUSTOMER SERVICE
- DECISION-MAKING
- MANAGEMENT OF RESOURCES
- NEGOTIATION
- EXCEL
- CRM
- EVENT PLANNING
- STRATEGIC PLANNING
- OFFICE ADMINISTRATION
- HUMAN RESOURCES (HR)
- CONFERENCE & EVENT ADMINISTRATION
Idiomas
Portuguese
Proficiente
C2
English
Proficiente
C2
Spanish
Avançado
C1
Informações adicionais
- GMMS Training - U.S. Embassy (Fort Lauderdale, FL - Jan 2023): Participated in an intensive, international facility management training course focusing on technical asset management, service ticket tracking, and systemic compliance reporting.
- Study Tour Project - Fulbright Commission (Indiana and Texas, USA - Sep 2019 – Oct 2019): Undertook an official research and prospeciton mission across four prominent U.S. universities to review engineering education methodologies and establish cross-border institutional academic networks.
- Online Ad Hoc Panel System - Fulbright Commission (Brasília, DF - Mar 2018 – Sep 2018): Partnered with internal IT staff to build and implement a structured data validation portal for candidate evaluations, meeting national data security (LGPD) requirements.
- Technical Best Practices Visit - Fulbright Commission (Washington D.C. & New York City, USA - Jan 2018): Conducted on-site administrative and operational reviews at the Institute of International Education (IIE) Branch, Columbia University, and St. John's University to evaluate governance guidelines.
- Pre-Departure Orientation Operations (PDO / PDPI) (São Paulo, SP - Jul 2015 – Aug 2021): Directed large-scale 3-day logistical operations for cohorts of departing Brazilian scholars and public school teachers, coordinating international flights, block hotel reservations, meals, and emergency visa interview sessions with the U.S. Consulate.
- WHA Fulbright Program Branch Mission (Miami, USA - Jan 2016): Selected as an international guest speaker at the regional branch assembly to detail administrative management strategies and successful project tracking templates.
- National Outreach Initiative - Fulbright Commission (Northeast & Central-West, Brasil - Sep 2016 – Oct 2016): Organized and led an educational promotional campaign across multiple federal education campuses, including UFRN, UFCG, UFPB, IFRN, and UFG.
Certificados
- EF SET Certificate™: EF SET (Issued: March 2022) - C1 Level
- TOEFL iBT Certificate: ETS (Issued: March 2022) - Upper Intermediate Level
- Language Proficiency Level IV (Fluent) | U.S. Embassy (English, Spanish, and Portuguese)
- Negotiation Associate: NGstudy (Issued: July 2020 | Credential ID: 586656)
- Social Media Marketing: HubSpot Academy (Issued: July 2020 · Expired: August 2022 | Credential ID: 31e73f8457c34706997a116734d35dbb)
- Social Media Certificate: HubSpot Academy (Issued: July 2020 · Expired: July 2022 | Credential ID: 31e73f8457c34706997a116734d35dbb-1594399271317)
- Service HubSpot Software: HubSpot Academy (Issued: July 2020 · Expired: July 2021 | Credential ID: c5c7cf8c5d124a1ba5e60107c9715509-1594393232137)
- ISO 14001
- ISO 9001
- Introducing projects within SAP Ariba Sourcing
- SAP SuccessFactors Platform Advanced and Talent Intelligence Hub Academy
Linha do tempo
Tech Bilingual Talent Acquisition
Addvisor Group
2026.04 - Atual
Bilingual Executive Assistant and People Analyst & Facilities
Drummond Advisors
2024.08 - 2026.03
Administrative and Facilities Clerk
U.S Embassy
2022.10 - 2024.07
Australian Visa Analyst
Tagarela Intercâmbios
2022.01 - 2023.04
U.S. Senior Program Officer and Analyst
Fulbright Commission
2014.10 - 2022.05
Officer and Administrative Assistant
CAPES - Brazilian Ministry of Education
2010.03 - 2014.09
Executive Assistant to Chief Executive Officer
Embassy of Dominican Republic
2007.10 - 2008.02
Bachelor Degree - International Relatios
UDF
Vocational Diploma - Tour Guiding
ETEC-SP