Executive Assistant

Position Overview:

We are seeking an experienced and highly skilled Bilingual (English/Portuguese) Executive Assistant to provide comprehensive administrative and organizational support to a C-Level Executive, Commercial and Marketing Directors and other Managers – hereinafter “the executives”-. The ideal candidate will be proactive, resourceful, and possess exceptional communication skills in both English and Portuguese. This role requires an individual who can manage complex calendars, coordinate high-level meetings, handle confidential information with discretion, and support the executive in daily business operations. The candidate must thrive in a fast-paced environment and be able to manage multiple priorities effectively.

Key Responsibilities:

1. Executive Support:

• Manage and maintain the C-level executive’s complex and dynamic calendar, as well the executives. Scheduling meetings, appointments, and events in both languages.
• Coordinate high-level meetings, including preparing agendas, briefing materials, and following up on action items.
• Act as a liaison between the executives and internal/external stakeholders, ensuring smooth communication and timely follow-up.
• Screen and prioritize emails, phone calls, and other correspondence; draft responses as needed in both English and Portuguese.
• Prepare confidential reports, presentations, and documents for executive meetings.

1. Travel & Logistics:

• Coordinate extensive domestic and international travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
• Ensure all travel documents, visas, and vaccinations are up to date for international travel.
• Manage last-minute changes and emergencies related to travel logistics.
• Prepare weekly/monthly reports.

1. Project Management:

• Assist in managing special projects, tracking progress, and ensuring timely completion of deliverables.
• Help to prioritize tasks and manage deadlines for the executives and associated teams.
• Collaborate with other departments on cross-functional initiatives.

1. Meeting Preparation & Event Coordination:

• Organize and coordinate internal and external executive meetings, conferences, and events.
• Prepare agendas, take minutes, and follow up on meeting action items to ensure execution.
• Assist in the coordination of company-wide events, including town halls, board meetings, and team-building activities, among others.

1. Communication & Documentation:

• Translate documents, emails, and communications from English to Portuguese and vice versa, ensuring accuracy and cultural sensitivity.
• Maintain records, filing systems, and confidential information with the highest level of discretion.
• Ensure proper documentation and tracking of contracts, agreements, and reports.
• Proofread of official documentation to be sent out to Headquarters offices.

1. Administrative Support:

• Handle personal tasks for the executive, as necessary.
• Serve as the point of contact for vendors and service providers when necessary.

1. Team Collaboration:

• Must work closely with all the ASG / Facilities Team in Sao Paulo.
• Support the executives in managing team communications, distributing information, and following up on department tasks.
• Ad-hoc projects as directed by your direct line Manager.

Qualifications:

• Bilingual proficiency in English and Portuguese (both written and spoken) is a must.
• 5+ years of experience as an Executive Assistant to senior leadership, preferably C-level executives, with a track record of managing complex tasks and supporting decision-makers.
• Experience in a fast-paced corporate environment, ideally in multinational organizations.
• Strong organizational and time management skills with the ability to multitask and prioritize.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other productivity tools (e.g., Zoom, Teams, Slack).
• Excellent interpersonal and communication skills with a high level of professionalism and discretion.
• Ability to work under pressure, meet tight deadlines, and adapt to changing priorities.
• Strong problem-solving skills and a proactive approach to work.
• Experience handling confidential and sensitive information with integrity.
• Flexibility to work outside of regular hours when needed (e.g., for urgent travel changes or time zone differences, important events).

Key Competencies:

• Proactive and able to anticipate the needs of the executives.
• High emotional intelligence and ability to interact effectively with all levels of the organization.
• Detail-oriented with excellent organizational skills.
• Ability to maintain a high level of confidentiality and discretion.
• Strong cultural awareness and adaptability when working in an international context.