Executive Assistant

Job Description

We are seeking a highly organized and proactive Executive Assistant to support our Vice President. The ideal candidate will be a detail-oriented professional with excellent communication skills and the ability to manage multiple tasks efficiently.

Executive Support:

• Provide high-level administrative support to senior executives, including managing complex calendars, scheduling meetings, and handling all forms of correspondence.
• Act as a gatekeeper, managing the flow of information and ensuring that executives’ time is focused on critical issues.
• Prepare and edit reports, presentations, and other documents, ensuring accuracy and completeness.

Key Responsibilities

Communication:

• Serve as the primary point of contact between executives and internal/external stakeholders, maintaining professional and effective communication.
• Draft, review, and send communications on behalf of executives, ensuring clarity and consistency in messaging.
• Facilitate communication within the executive team and across departments to ensure alignment and collaboration.
• Handle sensitive information with the utmost discretion, maintaining confidentiality at all times.

Meeting Coordination:

• • Organize and coordinate meetings and townhalls, including preparing detailed agendas, taking comprehensive minutes, and following up on action items to ensure timely completion.
  • Arrange and manage logistics for executive meetings, board meetings, and other high-level events, ensuring all technical and material needs are met.

Travel Arrangements:

• • Plan and book intricate travel itineraries, accommodations, and transportation for executives, ensuring efficiency and cost-effectiveness.
  • Prepare detailed travel itineraries, including all necessary documentation and contingency plans.

Project Management:

• • Assist with special projects, conducting thorough research, preparing detailed reports, and creating impactful presentations.
  • Manage multiple projects simultaneously, ensuring deadlines are met and objectives are achieved.
  • Collaborate with various departments to gather information and resources necessary for project completion.

Requirements

Bachelor’s degree in Business Administration or related field preferred.

Minimum of 5 years of experience as an Executive Assistant or in a similar role.

Fluency in English and Portuguese, both written and verbal, is required.

Knowledge & Skills:

Exceptional verbal and written communication skills, with the ability to interact effectively with all levels of the organization.

Strong organizational and time-management abilities, with a keen eye for detail.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and teams) and other relevant software.

Proficiency in SAP is desirable but not mandatory

Ability to work independently and as part of a team, demonstrating flexibility and adaptability.

High level of professionalism, discretion, and integrity.