Executive Assistant

Executive Assistant – Job Description

Location: Brazil - Cotia
Department: Sales
Reports to: General Manager

Key Responsibilities

• Provide high-level support to the executive by preparing reports, analyzing data, and delivering insights that contribute to strategic decision-making and business objectives.
• Manage and coordinate key projects from planning to execution, ensuring milestones are met, and stakeholders remain informed of progress and risks.
• Proactively manage complex calendars, including meetings, events, and travel arrangements, to optimize the executive’s time and ensure seamless daily operations.
• Serve as the primary point of contact between the executive and internal/external stakeholders, ensuring precise, timely, and professional communication.
• Prepare meeting agendas, reports, and presentations; attend meetings as needed, take accurate minutes, and follow up on all action items to ensure completion.
• Manage sensitive and confidential information with the highest level of discretion, professionalism, and integrity.
• Oversee executive expenses, budgeting, and related financial reports, working closely with finance teams to ensure accuracy and compliance.
• Plan and execute high-profile internal and external events, such as board meetings, leadership conferences, and corporate engagements.
• Anticipate the executive’s needs, proactively identify potential issues, and provide solutions that drive efficiency, organization, and continuous improvement.

Qualifications & Requirements

• Significant experience as a senior Executive Assistant or in a similar strategic support role, ideally supporting C-suite leaders or senior management.
• Strong understanding of business operations and strategic priorities, with the ability to participate in high-level discussions and support informed decision-making.
• Demonstrated experience managing end-to-end projects, ensuring delivery within established scope, timelines, and quality standards.
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities and operate under pressure in a dynamic environment.
• Outstanding written and verbal communication skills, with the ability to draft high-quality correspondence, reports, and presentations.
• Bilingual proficiency in English and Portuguese is required; Spanish is a strong must.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Power BI) and project management tools, with the ability to quickly learn and adopt new systems.
• Proven ability to manage sensitive information with confidentiality and sound judgement.
• Strong initiative, problem-solving skills, and the ability to work independently while maintaining high performance in a fast-paced environment.