Executive Assistant to the CEO

Há 1 mês

Curitiba, Brasil The Business Toolkit Tempo inteiro

Executive Assistant to the CEO

Location: Remote

Work Hours: 8 AM to 6 PM Eastern Time, with the possibility of after-work hours if required

Work Days: Sunday to Sunday (Weekends are 20% of Weekdays)

Travel: Ability to travel to Miami, FL, and additional travel with the CEO worldwide


Nature of Work:

The Executive Assistant to the CEO is a vital role responsible for supporting the CEO in both operational and strategic capacities, including managing organizational leadership and HR decisions. This role requires adaptability, strategic thinking, and the ability to handle complex tasks like managing employee onboarding, overseeing over 100 employees, and assisting in making critical hire/fire decisions. The Executive Assistant will also play a crucial role in executing tasks, managing time-sensitive matters, and maintaining strict attention to detail, ensuring no delays or careless mistakes. The ideal candidate will have excellent communication skills and be able to work closely with leadership across the organization.


Word from CEO:

"Greetings ecstatic to meet and work alongside the best Executive Assistant in the world. The ideal candidate would understand that my days are heavily-packed with tasks, partnerships and high stress environments. Having a "its us against the world" dynamic would be essential for the best outcome as we grow and scale an amazing organization together with our impact. I'm simple, easy going, assertive yet thrive on results and communication".


Must Haves

Fluent/Native English

Critical thinking and solution oriented

Eager to learn and become better


Roles and Responsibilities:

  • Daily Scheduling:
  • Manage the CEO’s calendar, coordinate meetings, calls, and events.
  • Schedule appointments, plan travel, and organize logistics for meetings.
  • Use tools like Google Calendar and Calendly, Asana to optimize time management.
  • Managing 100+ Employees:
  • Oversee and manage the coordination of 100+ employees, ensuring smooth communication and workflow.
  • Collaborate with team leads and department heads to ensure employee engagement and satisfaction.
  • Employee Onboarding:
  • Manage the onboarding process for new employees, ensuring they are properly integrated into the organization.
  • Coordinate training, orientation, and the necessary documentation for new hires.
  • De-Escalations with High-Value Customers:
  • Assist in handling high-priority customer inquiries and resolving issues promptly.
  • Provide calm, clear communication during de-escalations to ensure customer satisfaction.
  • Sales and Product Knowledge:
  • Support the CEO in promoting and selling company products and services.
  • Assist with lead follow-ups and manage CRM tools to keep track of customer interactions.
  • Contractual Agreements:
  • Draft and review contractual agreements, ensuring compliance with company policies.
  • Collaborate with relevant stakeholders to secure beneficial terms for the company.
  • Strategy Implementation:
  • Assist in implementing strategies to drive organizational growth and gain.
  • Provide input on decision-making processes that impact company performance.
  • Making Tough HR Decisions:
  • Assist the CEO in making tough HR decisions regarding hiring and firing of employees.
  • Ensure compliance with HR policies and provide support during transitions.
  • Communicating with Leadership:
  • Communicate decisively with leadership across the organization, ensuring alignment with the CEO’s directives.
  • Serve as the point of contact between the CEO and other executives or departments.
  • Problem Solving and Critical Thinking:
  • Identify potential challenges and implement creative, effective solutions.
  • Act as a gatekeeper and advisor to the CEO, helping prioritize tasks and issues.
  • Implementing SOS Solutions:
  • Take charge of SOS solutions during times of organizational turmoil, ensuring swift problem resolution.
  • Learning CEO's Behavior and Navigating Problems:
  • Quickly learn the behavior and working style of the CEO.
  • Assist in navigating complex situations and solving problems with the CEO, especially in high-pressure environments and tight schedules.
  • Tech Proficiency:
  • Utilize AI tools like ChatGPT to assist with tasks such as drafting communications, customer responses, and content creation.
  • Be proficient in using platforms such as Google Workspace, Calendly, Gmail, Microsoft Word, and other office management tools.
  • Buying Organizational Needs Online:
  • Manage purchases for organizational needs through platforms like Amazon or other vendors, ensuring timely procurement.
  • Communication and Documentation:
  • Draft and proofread emails, reports, and presentations for the CEO.
  • Manage executive communications with internal and external stakeholders.
  • Quick Response and Execution:
  • Be quick to answer, respond to, and execute tasks that support the CEO’s operations and the company’s urgent needs.
  • Be assertive, ensuring there are no delays, and maintain a high level of responsibility, avoiding forgetfulness or carelessness.
  • Administrative and Logistical Support:
  • Manage expense reports, invoices, and other documentation related to executive tasks.
  • Support the CEO with event planning, logistics, and other ad-hoc duties as needed.
  • After-Hours Availability:
  • Be available for occasional after-hours work when urgent matters arise.
  • Accepting Criticism and Learning from Mistakes:
  • Embrace constructive feedback and learn from any mistakes to improve performance and efficiency.
  • Travel:
  • Be available to travel to Miami, FL, as required by the CEO.
  • Be prepared for additional domestic and international travel alongside the CEO for meetings, events, or other organizational needs.


Skills and Qualifications:

  • Educational Background:
  • Bachelor’s degree in Business Administration or a related field is preferred.
  • Experience:
  • Previous experience as an Executive Assistant or in a similar role supporting senior executives.
  • Familiarity with handling high-value customers and de-escalation processes.
  • Tech-Savvy:
  • Strong proficiency in AI tools, particularly ChatGPT, and advanced skills in Google Workspace, Calendly, Gmail, Microsoft Word, and similar platforms.
  • Problem-Solving Abilities:
  • Ability to think critically and resolve problems swiftly with little supervision.
  • Communication Skills:
  • Strong written and verbal communication skills with the ability to handle sensitive information confidentially.
  • Organizational Skills:
  • Exceptional organizational and multitasking abilities to handle scheduling, documentation, and logistics efficiently.
  • Leadership Communication:
  • Ability to communicate decisively and confidently with senior leadership across the organization.
  • HR Acumen:
  • Ability to assist in hiring and firing decisions and manage the employee onboarding process.
  • Assertiveness and Attention to Detail:
  • Be assertive and proactive, ensuring tasks are completed on time with no delays.
  • Avoid being forgetful or careless, maintaining high levels of responsibility.
  • Flexibility and Adaptability:
  • Willingness to adapt to changes, be available after hours if needed, and travel as required.
  • Critical Thinking and Quick Execution:
  • A quick thinker who can respond to requests and execute tasks efficiently to meet organizational demands.

  • Executive Assistant to the CEO

    2 semanas atrás

    Curitiba, Brasil The Business Toolkit Tempo inteiro

    Executive Assistant to the CEO Location: RemoteWork Hours: 8 AM to 6 PM Eastern Time, with the possibility of after-work hours if requiredWork Days: Sunday to Sunday (Weekends are 20% of Weekdays)Travel: Ability to travel to Miami, FL, and additional travel with the CEO worldwide Nature of Work: The Executive Assistant to the CEO is a vital role...

  • Office Manager to the CEO

    2 semanas atrás

    Curitiba, Paraná, Brasil The Business Toolkit Tempo inteiro

    Executive Assistant to the CEO RoleAbout the Job:The Business Toolkit is seeking an exceptional Executive Assistant to the CEO to support our leadership in operational and strategic matters. This vital role requires a highly skilled professional to provide top-notch support, ensuring seamless day-to-day operations and long-term success.Key...

  • Executive Assistant

    Há 5 dias

    Curitiba, Paraná, Brasil Hexion Inc. Tempo inteiro

    Job SummaryAs an Executive Assistant at Hexion Inc., you will provide administrative support to senior management and the Board of Directors. Key responsibilities include coordinating travel arrangements, managing documents, and handling administrative tasks.Key ResponsibilitiesCoordinate travel arrangements for employees and visitors, including...

  • Executive Assistant

    1 semana atrás

    Curitiba, Brasil Momentum Admin Solutions Tempo inteiro

    About the Role: We are hiring experienced executive assistants to join our remote team. You will work directly with fast-paced entrepreneurs and business leaders, becoming an integral part of their operations. This role goes beyond traditional support—you’ll proactively manage workflows, solve challenges independently, and create structure for long-term...

  • Marketing Assistant

    3 semanas atrás

    Curitiba, Paraná, Brasil Straumann Group Tempo inteiro

    Marketing Role at Straumann GroupWe are seeking a talented Marketing Assistant to join our team at Straumann Group. As a Marketing Assistant, you will play a key role in supporting our marketing efforts and contributing to the success of our business.Key Responsibilities:Assist in the creation of marketing materials, including graphics and social media...

  • Senior Learning Assistant in Middle School

    Há 1 mês

    Curitiba, Brasil ISC Tempo inteiro

    **Senior Learning Assistant** The Senior Learning Assistant (Sr LA) supports learning inside and outside the classroom. Working under the supervision of the teacher and divisional principal, the Learning Assistants ensure that all students have a safe and supported environment during recess, lunch, and transitions from class to class. **Your...

  • Executive Assistant – Cehd

    3 semanas atrás

    Curitiba, Paraná, Brasil Iqtalent Tempo inteiro

    About the RoleThe American University of Iraq—Baghdad (AUIB) is seeking a highly skilled and experienced Executive Assistant to join the College of Education and Human Development (CEHD). As an American-style university, AUIB's CEHD works in partnership with Vanderbilt University's Peabody College of Education and Human Development to develop higher...

  • Education Assistant

    4 semanas atrás

    Curitiba, Paraná, Brasil Outliers Escola Internacional Ltda. Tempo inteiro

    Teaching Assistant OpportunityWe are seeking a dedicated and passionate Teaching Assistant to join our team at Outliers Escola Internacional Ltda. in Curitiba. As a Teaching Assistant, you will play a vital role in supporting our Head Teachers in teaching classes, preparing content, and managing students in school environments.Key Responsibilities:Provide...

  • Microbiologist Assistant

    3 semanas atrás

    Curitiba, Paraná, Brasil Straumann Group Tempo inteiro

    Job Title: Microbiologist AssistantAbout the Job:We are seeking a highly motivated and detail-oriented Microbiologist Assistant to join our team at Straumann Group. As a Microbiologist Assistant, you will play a crucial role in supporting our laboratory operations and ensuring the highest quality of our products.Key Responsibilities:- Control and manage...

  • Microbiologist Assistant

    4 semanas atrás

    Curitiba, Paraná, Brasil Straumann Group Tempo inteiro

    About the JobWe are seeking a highly motivated and detail-oriented Microbiologist Assistant to join our team at Straumann Group. As a Microbiologist Assistant, you will play a crucial role in supporting our laboratory operations and ensuring the highest quality of our products.Key ResponsibilitiesAssist in the preparation and maintenance of laboratory...

  • Logistics Assistant

    4 semanas atrás

    Curitiba, Paraná, Brasil Mondelez International Tempo inteiro

    Job Summary:We are seeking a highly motivated and detail-oriented Logistics Assistant to join our team at Mondelez International. As a key member of our warehouse operations, you will play a critical role in ensuring the smooth flow of goods and materials throughout our distribution centers.Key Responsibilities:Participate in daily warehouse activities,...

  • Domestic Assistant

    7 meses atrás

    Curitiba, Brasil Storonsky Tempo inteiro

    Private household is looking for a Domestic Assistant. The role is to support and take care of the Family needs and to look after the household in day to day life. We are looking for a dynamic, creative and multitasking person with good problem solving skills, able to do any household work and to have a positive attitude, who is also happy to travel with the...

  • Accounting Assistant

    4 semanas atrás

    Curitiba, Paraná, Brasil Wipro Technologies Tempo inteiro

    Job Title: Accounting AssistantRole Purpose:The primary objective of this role is to provide high-quality technical support to the accounting process, ensuring timely resolution of client issues and maintaining process SLAs.Key Responsibilities:Process Support: Manage transactions according to quality standards, fielding client inquiries via phone and email,...

  • Marketing Assistant

    2 semanas atrás

    Curitiba, Paraná, Brasil Straumann Group Tempo inteiro

    About the RoleWe are seeking a highly motivated and detail-oriented Marketing Assistant to join our team at Straumann Group. As a Marketing Assistant, you will be responsible for supporting the development and implementation of marketing campaigns, managing social media presence, and analyzing market trends.Key ResponsibilitiesAssist in the creation of...

  • Executive Personal Assistant

    2 semanas atrás

    Curitiba, Brasil BestLyfe Group Tempo inteiro

    Do you love using AI to outsmart your workload? Are you the kind of person who sees an overflowing inbox and 10 different projects to tackle as an exciting opportunity rather than a small apocalypse? If so, we’ve got just the thing for you. You’ll be working with me, Dustin Lunde—an entrepreneur with a love for big ideas and a fondness for humor in the...

  • Legal Assistant

    2 meses atrás

    Curitiba, Paraná, Brasil RH Triagem Tempo inteiro

    Job SummaryRH Triagem is seeking a highly skilled and experienced Legal Assistant to join our team. As a Legal Assistant, you will play a crucial role in supporting our legal department with administrative tasks, document preparation, and data management.Key Responsibilities:Perform administrative tasks related to legal proceedings, such as document...

  • CEO (Chief Executive Officer)

    5 meses atrás

    Curitiba, Brasil C-Level Group Tempo inteiro

    **Nosso cliente é uma Holding de Tecnologia com mais de 20 anos de mercado focada em soluções inovadoras e personalizadas para empresas e está em busca de um CEO que contribua para o processo de expansão dos negócios do Grupo.**: **Responsabilidades**: - Definir a visão estratégica e o direcionamento da empresa; - Estabelecer parcerias...

  • Microbiologist Assistant

    Há 1 mês

    Curitiba, Paraná, Brasil Straumann Group Tempo inteiro

    Job DescriptionAbout the RoleWe are seeking a highly motivated and detail-oriented Microbiologist Assistant to join our team at Straumann Group. As a Microbiologist Assistant, you will play a crucial role in supporting our laboratory operations and contributing to the success of our organization.Key ResponsibilitiesAssist in the control and management of...

  • Executive Assistant Ii

    5 meses atrás

    Curitiba, Brasil Hexion Inc. Tempo inteiro

    Company Overview Position Overview Advise the Business Vice President and, as required, the Latin America Board, complying with all rules, internal and external procedures, as well as complying with HEXION's policies. Job Responsibilities Advising and providing administrative support (control and organization of agendas, assistance in preparing board...

  • Senior Learning Assistant in Middle School

    Há 1 mês

    Curitiba, Brasil ISC Tempo inteiro

    Senior Learning Assistant The Senior Learning Assistant (Sr LA) supports learning inside and outside the classroom. Working under the supervision of the teacher and divisional principal, the Learning Assistants ensure that all students have a safe and supported environment during recess, lunch, and transitions from class to class. Your responsibilities...