Executive Assistant

SYSTEMIQ, the **system change company** and certified B Corp, was founded to drive the achievement of the UN Sustainable Development Goals and the Paris Agreement on climate change by transforming markets and business models in five key systems: nature and food, materials, and circular economy, energy, urban areas, and sustainable finance.
We are guided by the conviction that all system transformations are rooted in human transformations. We must continue to bring more diverse people and voices into real conversations to succeed. We know we don't have all the answers; we may not even have all the right questions. But we know that open mindsets drive change, so relationships, people, and trust are at the heart of everything we do.
**Do you want to be part of the change?**
Partner Patricia Ellen Da Silva is the Head of our Brazil office. Before joining us, She served as Secretary of Economic Development, Science, and Technology for the State of São Paulo. During her mandate, the São Paulo economy grew five faster than the Brazilian average, and the state concluded three of the biggest carbon-neutral private investments in the country's history. From her time in government, Patricia also brings a proud record of developing inclusive teams of Black and female leaders. She also led São Paulo's Covid-19 crisis taskforce.
**Position**:
**Primary Responsibilities**
We are looking for an experienced Executive Assistant to provide Patricia with thorough support and organisation to enable her to deliver her work. In addition this role will provide assistance for some of our team who work closely with Patricia and may require occasional help.
From day one, you will hit the ground running as Executive Assistant:
**Responsibilities**:
- Manage the executive's calendar, prioritize meetings, and coordinate appointments.
- Organize and plan the executive's daily and long-term activities.
- Draft and edit documents, reports, presentations, and official correspondence.
- Plan and coordinate domestic and international travel, including flights, accommodations, and itineraries.
- Develop a portfolio of hotel, restaurant, venue options which our global team can select from;
- Negotiate preferential rates with providers
- Prepare meeting materials, agendas, and presentations.
- Attend meetings and take notes, summarizing key points and action items.
- Coordinate team strategy meetings and share content, meeting agenda and minutes
- Support with external communications including developing letters of proposal (LOP) templates and tailored marketing materials sent to prospective partners
- Develop a good grasp of current and upcoming projects across the business in order to direct queries to the right person
- Preparing and submitting purchase orders
- Prepare, reconcile, and submit all required documentation for expense reimbursement in alignment with Company travel and expense policies
- Maintain efficient office organization, document management, and filing systems.
- Provide back-up cover as needed for the larger pool of team assistants globally
**About You**
- Are excited about SYSTEMIQ'S vision and want to contribute
- Have thoughts on process. Your workload is meticulously organised and maintained, and you have a reputation for follow-through. You have exceptional time management and work prioritisation, and driving multiple responsibilities simultaneously with limited oversight does not faze you.
- Are humble. No task is too small for anyone and eager to learn. You're all about the team, not the individual.
- Get it done. You have a methodical approach to your work with a strong focus on accuracy, attention to detail, consistency, and superb quality. You take the initiative and can operate autonomously when needed.
- You're a people person. You have outstanding interpersonal skills and can quickly establish rapport, build trust, and demonstrate credibility and authority. You have proven stakeholder management skills and remain calm under pressure.
- You're solution-oriented. You can clearly explain issues, contribute to their resolution, and effectively influence and negotiate to achieve consensus and successful outcomes. You can anticipate needs, make reasoned decisions, and communicate them effectively.
- Early Adopter. Embrace technology systems, social media, and recruitment channels and demonstrate aptitude and ability for system administration, reporting, and utilisation.
- Curious. Keeps professional knowledge, capabilities, and skills up to date and an open and continuous learning mindset
**Requirements**:
**Requirements**:
- Experience with travel systems (e.g., Argo).
- Experience with reimbursement and

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