Executive Assistant

About the role

The Executive Assistant provides high‑level administrative and strategic support to senior leaders, acting as a trusted partner and gatekeeper. In a fast‑paced environment, the role ensures seamless coordination of calendars, communications, travel, and key initiatives, enabling executives to focus on strategic priorities.

Key responsibilities

• Manage complex executive calendars, schedule meetings, appointments, and coordinate domestic and international travel.
• Serve as primary point of contact for internal and external stakeholders, handling correspondence, emails, presentations, and reports.
• Lead end‑to‑end planning of meetings, conferences, off‑sites, town halls and events, including logistics, materials, minutes and follow‑up actions.
• Assist with project and task tracking, supporting executives in monitoring initiatives, deadlines and deliverables.
• Process expense reports and ensure compliance with company policies.
• Maintain organized document and data management systems, ensuring easy access and confidentiality.
• Build and sustain effective relationships with senior leadership, partners, clients and vendors.

Required profile

• Bachelor’s degree or equivalent experience preferred.
• Proven experience supporting senior or C‑level executives in a fast‑paced setting.
• Exceptional organizational, multitasking and attention‑to‑detail abilities.
• Strong business judgment and ability to anticipate needs.
• Excellent written and verbal communication in English; Portuguese is a plus.

Required skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with expense management software.
• Experience with travel booking systems.