Executive Assistant

Description

Summary: The Executive Assistant provides high-level administrative and strategic support to senior leaders, ensuring efficient coordination of daily operations, communications, and priorities. Highlights: 1. High-level administrative and strategic support to senior leaders 2. Trusted partner and gatekeeper managing complex calendars 3. Plays a critical role in enabling executive effectiveness #### **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, i**ncl**uding 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.