Senior Administrative Assistant

2 semanas atrás

Rio de Janeiro, Rio de Janeiro, Brasil Self Carreiras Tempo inteiro
Job Summary:

We are seeking a highly organized and proactive Senior Administrative Assistant to support a French business owner across multiple businesses. The ideal candidate will be responsible for managing both personal and professional communications, ensuring the owner can focus on high-priority tasks without distractions. The successful candidate will have excellent multitasking abilities, strong decision-making skills, and the ability to anticipate the owner's needs and resolve issues efficiently.

Key Responsibilities:
  • Manage and prioritize email correspondence, flagging urgent matters, and drafting responses as needed.
  • Coordinate and maintain a calendar of appointments, meetings, and events, ensuring the owner is well-prepared for all engagements.
  • Handle personal and business-related communications, including phone calls, ensuring confidentiality and discretion.
  • Coordinate travel arrangements, including flights, accommodations, and transportation.
  • Manage projects and oversee team members, and contractors, ensuring deadlines are met and quality standards are maintained.
  • Create and maintain comprehensive reports and documentation to support decision-making and track progress.
  • Monitor and manage budgets, invoices, and expenses for various businesses and personal matters.
  • Anticipate the owner's needs, proactively addressing potential issues and finding solutions.
  • Collaborate with team members, building strong relationships and ensuring effective communication across all levels.
  • Conduct research and provide insights on industry trends, potential business opportunities, and other relevant topics as needed.

Requirements:
  • Fluent in written and spoken English is ESSENTIAL and will be evaluated. Additional languages such as French or Spanish would be an advantage.
  • International work experience (abroad or within an international company) is also required.
  • Large experience as an Executive Personal Assistant, Administrative Assistant, or similar role, preferably in a role managing both personal and business matters. References will be required.
  • Proficient in Microsoft Office Suite, as well as familiar with various productivity tools such as email clients and project management software.
  • Strong organizational and time management skills, with the ability to manage multiple tasks and priorities effectively.
  • Excellent written and verbal communication skills, with keen attention to detail.
  • Demonstrated problem-solving abilities and the capacity to make informed decisions quickly and under pressure.
  • Highly adaptable and flexible, able to handle changing priorities and new challenges with ease.
  • Proven interpersonal skills and the ability to build and maintain strong working relationships.
  • Basic financial knowledge, including budgeting, invoicing, and expense management.
  • A high degree of professionalism, discretion, and integrity.
  • Available to travel domestically and internationally if needed

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