Executive Assistant

Job Purpose

Assist executives (Director or VP and their direct managers) in performing functions related to personnel management, managing information and preparing documents, creating spreadsheets and other similar tasks, in order to assist in the execution and streamlining of administrative tasks.

• Perform secretarial and administrative services for executives (Director or VP and their direct managers), related to data entry, preparation, issuance, and verification of various documents, forms, communications, memos, meeting minutes, spreadsheets, charts, reports, statistical summaries, and presentations, according to the established routine;
• Prepare, execute, and keep updated and organized files of correspondence, reports, communications, and memos, in Portuguese and English;
• Control and filter telephone and personal contacts, both national and international, resolving routine and some more complex issues;
• Responsible for sending and receiving documents and correspondence for the respective executive, using internal mail services and external mail if necessary;
• Schedule appointments, meetings, and travel itineraries and coordinate the necessary arrangements (equipment, meeting rooms, tickets, etc.), aiming to free up immediate superiors for their executive activities;
• Prepare meeting minutes when requested, participating in meetings and recording the items discussed, for distribution to the identified audience;
• Perform various administrative support services, including data entry, document filing, operation of computerized systems, photocopiers, and faxes;
• Assist in the executive's legal documentation processes (passport, visas), scheduling appointments and transportation
• Location: Eco Sapucaí, Cidade Nova - Rio de Janeiro

• Bachelor's degree
• Fluent in English
• Practical administrative experience
• Proficiency in Microsoft Office Suite

Good communication and organization skills.