Assistant To Ceo

Personal Assistant to CEO

Zippia, Inc. is a consumer internet start-up based in Silicon Valley, California. Our mission is to organize the world’s career information and enable people to make informed career and job decisions. We currently have about 7M monthly unique visitors across our career content and job listings, and we’re on a mission to increase our user and customer base. Our founding team members have previously built successful consumer internet businesses and have individually started multiple technology companies.

Provide work and personal support to the CEO, who is English-speaking and does not speak Portuguese. This role supports the CEO with both personal and business responsibilities, involving regular interaction with internal and external contacts. Prior administrative experience in a personal and business environment is preferred, particularly with an English-speaking executive in an American or European company.

Responsibilities

ADMINISTRATIVE SUPPORT: Manage calendar and event coordination responsibilities. Maintain executive's calendar(s) to include scheduling meetings for executive and staff. Arrange professional appointments. Attend meetings as requested, transcribe and distribute meeting minutes. Proactively monitor and prioritize executive's calendar to anticipate and resolve conflicts.

COMMUNICATION: Compose effective and concise correspondence, announcements, training materials, and other documents. Compile data to prepare operational reports and assist with preparation of material for onboarding new staff, promotions, reappointments, and expense reports.

AD HOC RESEARCH, PROJECTS & EVENT PLANNING: Work independently and complete various projects as needed or directed by the administrator by proficiently researching and gathering information from internal, external, and internet sources. Summarize and compile findings in written reports, spreadsheets, graphs, or other appropriate formats. Effectively utilize a variety of resources to plan and execute both on-site and off-site event planning.

Must be able to work reliably and independently.

Examples of Tasks

Personal Assistance:

• Research places in Brazil or other countries/destinations to visit.
• Help make reservations/plans/bookings for restaurants, parties, hotels, flights, etc.
• Schedule meetings and manage calendars.
• Draft and send communication via emails, messaging platforms.
• Help interview and organize company staffing.
• Take laundry to wash.
• Order or help prepare food for team meetings.
• Shop for various items, online or offline.

Manage Projects:

• Help manage different projects and activities.

Travel:

• Must be happy and able to travel in Brazil and internationally. You may sometimes work from home and sometimes travel with the CEO wherever they are traveling to, within and potentially outside Brazil.
• Drive to places; a driving license is preferred, and if not, willingness to obtain one is required.
• Research, plan, and prepare for activities.
• Prepare and get ready for trips, e.g., packing and unpacking.

Portuguese Teaching:

• Teach the CEO Portuguese in spare time.

Requirements

• Must speak and write English and Portuguese fluently.
• Tech-savvy with experience in online research tools and online project management tools.
• Smart, logical, and analytical.
• Gay or gay-friendly; must be knowledgeable about gay events and culture.
• Ability to work in-person conveniently in Sao Paulo, near Itaim Bibi/Vila Olimpia/Jardins areas.
• Quick learner.
• Able to multi-task and handle stressful situations with constant communication.
• Able to work flexible hours at different times of the day and week.
• Strong time management and organization skills.
• Preferred: Graduate of a reputable university.
• Preferred: Prior experience working with a senior executive as an assistant.

Compensation

• R$3,000 to R$15,000 per month, depending on background, experience, and current compensation.
• This is a long-term full-time permanent job (1+ year) and not a short-term project. Work hour expectation: 40-50 hours a week, sometimes more and sometimes less, but hours are not fixed each day.