Executive Assistant

Role Overview

• Understand the priorities and objectives of senior management, supporting alignment of the executive calendar with strategic demands and business pace
• Manage a complex calendar with multiple internal stakeholders, triaging requests, setting priorities and anticipating conflicts
• Plan, organize and manage meeting logistics (invitations, rooms, links, pre-reading materials, agendas, recording decisions and action items), ensuring cadence and effectiveness
• Prepare, review and standardize executive materials and presentations (slides), consolidating information from different areas and ensuring clarity and consistency
• Track deadlines, deliverables and outstanding items agreed in executive forums, proactively following up with responsible teams
• Coordinate travel and events (flights, accommodation, transfers, expense reimbursements and executives' schedules), ensuring organization and attention to detail
• Serve as focal point for communications and requests directed to senior management, ensuring prompt responses, professional demeanor and confidentiality
• Support organization of documents, contracts and sensitive information, maintaining version control and easy access
• Propose process improvements and simple automations to increase efficiency (routines, templates, checklists and tracking reports)
• Support administrative routines to ensure smooth office operations (organization, maintenance, guiding cleaning services and minor repairs), with attention to deadlines and established standards
• Handle and triage internal requests, recording demands, prioritizing by criticality and following through to completion
• Support day-to-day infrastructure logistics (room booking, liaison with the WeWork team, supplies, access), ensuring availability and a good experience
• Manage and organize inventory and supplies (office supplies, kitchen, cleaning supplies), conducting basic quotes, ordering, receiving and restocking as needed

Requirements

• Degree in Business Administration, Executive Secretariat, Languages or related fields
• Fluent English (verified)
• Previous experience as an Executive Assistant, providing direct support to senior management
• Excellent organizational skills, discretion and a strong sense of priority to handle sensitive information and simultaneous requests
• Proficiency with productivity tools (Google Workspace): calendar, email, documents, spreadsheets and presentations
• Experience managing complex schedules, organizing meetings and supporting the preparation of presentations and reports.

Benefits

• Bonus: Up to 2 months' salary per year
• Work model: Hybrid
• 3 days in the office per week, attendance at in-person team rituals (currently quarterly), in-person meetings with stakeholders and events
• Meal Allowance (Vale Refeição): R$ 43.68 per workday
• Food Allowance (Vale Alimentação): R$ 832.00 per month
• Transportation Allowance (Vale Transporte): Round trip for in-office days with no payroll deduction
• Health plan: SulAmérica with copayment for the employee and eligible dependents
• children and spouse
• Life insurance: MetLife
• Childcare assistance: Reimbursement of up to 40% of the standard salary for children up to 24 months and 35% for ages 24 to 71 months
• Financial assistance for employees with children with disabilities: Amount equivalent to 50% of the standard salary