Job Summary
The Executive Assistant provides high-level administrative and strategic support to senior leaders, ensuring the efficient coordination of daily operations, communications, and priorities. This role acts as a trusted partner and gatekeeper, managing complex calendars, facilitating meetings, and handling travel and expense processes while maintaining the highest level of professionalism and confidentiality. The Executive Assistant plays a critical role in enabling executive effectiveness by anticipating needs, streamlining workflows, and supporting key business initiatives in a fast-paced, dynamic environment.
Job Description
Responsibilities & Job Competencies
- Calendar & Time Management: Coordinate and manage executives' calendars, including scheduling meetings, appointments, and travel arrangements.
- Communication: Serve as the primary point of contact for internal and external stakeholders, demonstrating professionalism and excellent communication skills in all interactions. To review, and manage correspondence on behalf of executives, including emails, presentations, and reports. Maintain high standards of professionalism and accuracy.
- Stakeholder Engagement: Build and maintain effective working relationships with internal teams, senior leadership, partners, clients, and external vendors.
- Meeting & Event Coordination: Lead end-to-end coordination of meetings, conferences, leadership offsites, town halls, and events, including scheduling, logistics, materials preparation, minutes, and follow-up actions.
- Project & Task Management: Assist with tracking key initiatives, deadlines, and deliverables. Support executives in project coordination and follow-ups across teams.
- Travel Arrangements: Manage complex domestic and international travel itineraries, ensuring seamless coordination, cost-effectiveness, including booking flights, accommodations, transportation and contingency planning.
- Expense Management: Process and track expense reports, ensuring accuracy and compliance with company policies.
- Document & Data Management: Maintain organized records, files, and documentation systems, ensuring easy access and accuracy.
- Confidentiality & Discretion: Handle sensitive information, business decisions, and communications with the utmost integrity and confidentiality.
What will it take
Position Requirements
- Bachelor's degree or equivalent experience preferred.
- Proven experience as an Executive Assistant supporting senior leaders or C-level executives in a fast-paced environment.
- Exceptional organizational and multitasking abilities, with strong attention to detail.
- Strong business judgment and ability to anticipate needs before they arise.
- Excellent written and verbal communication skills. Fluency in English required; Portuguese is a strong advantage.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Experience with expense management and travel booking systems.
- Strong problem-solving skills with a proactive and solution-oriented mindset.
- High level of professionalism, emotional intelligence, and interpersonal skills.
- Ability to work independently while managing multiple stakeholders and deadlines.
- Flexibility to adapt to shifting priorities and ambiguity.
- Discretion and confidentiality in handling sensitive information.