Executive Personal Assistant

About the role

Amazonia Bio is seeking a highly organized Executive Personal Assistant to support its CEO. This role blends high‑level administrative duties with project management, acting as the CEO’s right hand in both professional and personal matters while coordinating cross‑functional activities across the company.

Key responsibilities

• Provide confidential administrative and personal support to the CEO, managing a complex calendar, meetings, and international travel.
• Serve as the primary liaison between the CEO, internal teams, clients, and external partners.
• Track project timelines, follow up on deliverables, and ensure alignment with the CEO’s strategic vision.
• Prepare, edit, and format correspondence, presentations, and sensitive documents.
• Lead small‑to‑mid‑size strategic projects from initiation through execution.
• Organize board, leadership, and all‑hands meeting materials, take minutes, and distribute action items.
• Manage the CEO’s expense reports and monitor key budget components.
• Coordinate external communications, press inquiries, and support media‑related events.

Required profile

• Minimum 3 years of experience as an Executive Assistant, Chief of Staff, or Project Manager supporting C‑level executives.
• Bachelor’s degree in Business Administration, Project Management, or a related field.
• Fluent written and spoken English and Portuguese.
• Demonstrated interest in using AI tools (e.g., ChatGPT) to improve efficiency.
• Willingness to travel as needed.

Required skills

• Advanced Excel skills (pivot tables, VLOOKUP, data analysis).
• Experience with ERP systems, preferably Odoo.
• Proficiency with AI‑assisted drafting and summarisation tools.
• Project management capabilities.