Zippia | Personal Assistant To Ceo | São Paulo

About Zippia, Inc.

Zippia, Inc. is a consumer internet start-up started in Silicon Valley, California. Our mission is to organize the world’s career information and to 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 worked together before to build a successful consumer internet business and have individually started multiple technology companies previously.

Role Overview

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. There will be regular interaction with internal and external contacts. Prior administrative experience in a personal and business environment is preferred, as well as working with an English-speaking executive in an American or European company.

Key Responsibilities

1. ADMINISTRATIVE SUPPORT:
   • Calendar management and event coordination responsibilities.
   • Maintains executive's calendar(s) to include scheduling meetings for executive and staff.
   • Arranges professional appointments.
   • Attends meetings as requested, transcribes and distributes meeting minutes.
   • Proactively monitors and prioritizes executive's calendar to anticipate and resolve conflicts.
2. COMMUNICATION:
   • Composes effective and concise correspondence, announcements, training materials, and others.
   • Compiles data to prepare operational reports and assists with preparation of material for on-boarding new staff, promotions, reappointments, and expense reports.
3. AD HOC RESEARCH, PROJECTS & EVENT PLANNING:
   • Works independently and completes various projects as needed or as directed by administrator by proficiently researching and gathering information from internal, external and internet sources.
   • Summarizes and compiles findings in written reports, spreadsheets, graphs or other appropriate format.
   • Effectively utilizes a variety of resources to plan and execute both on-site and off-site event planning.

Additional Tasks

Must be able to work reliably and independently. Some examples of tasks are listed below:

1. Personal assistance
2. Research places in Brazil or other countries/destinations to visit
3. Help make reservations/plans/bookings for restaurants, parties, hotels, flights, etc.
4. Schedule meetings and manage calendars
5. Draft and send communication via emails, messaging platforms
6. Help interview and organize company staffing
7. Run errands
8. Take laundry to wash
9. Ordering or helping to prepare food for team meetings
10. Shopping for things, online or offline
11. Manage different projects and activities

Travel Requirements

Must be happy and able to travel in Brazil and internationally. You may sometimes work from home and sometimes travel with me wherever I am traveling to, within and potentially outside Brazil. Preferred to have a driving license, and if not, willing to get one.

Research, plan and prepare for things to do, e.g. packing and unpacking

Portuguese teaching - Teach me Portuguese in our spare time.

Requirements

1. Must speak and write English and Portuguese fluently
2. Tech-savvy and experience with online research tools, online project management tools, etc.
3. Smart / Intelligent, logical and analytical
4. Gay or gay-friendly. Must be knowledgeable on gay events / gay culture
5. Be able to work in-person conveniently in Sao Paulo, near Itaim Bibi / Vila Olimpia / Jardins areas
6. Can learn new things quickly
7. Able to multi-task and handle stressful situations and constant communication
8. Able to work at flexible times on different days of the week
9. Strong time management and organization skills

Preferred Qualifications

1. Graduate of a good university
2. 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.