Executive Assistant

Há 6 dias

São Paulo, São Paulo, Brasil Sur Tempo inteiro R$40.000 - R$80.000 por ano

We're seeking a highly organized and detail-oriented EA to support their Founder & CEO.

Key Responsibilities

Calendar & Scheduling Management

  • Regularly review 1-3 weeks ahead for conflicts and proactively resolve them
  • Schedule, reschedule, and cancel meetings as needed
  • Set up reminders and follow-ups for important meetings and deadlines
  • Ensure CEO is prepared for meetings (research, send pre-reads, agenda, etc.)

Inbox & Communication Management

  • Monitor, filter, and respond to emails on CEO's behalf when appropriate
  • Draft professional emails and messages as needed
  • Flag urgent emails and ensure timely responses
  • Assist in managing personal and professional correspondence

Task & Project Management

  • Track and follow up on action items from meetings
  • Maintain and update task lists in ClickUp
  • Coordinate projects with other internal team members or and external vendors

Administrative & Financial Support

  • Process expense reports and reimbursements
  • Pay bills and track payment deadlines
  • Reconcile credit card statements and categorize expenses

Research & Planning

  • Research accommodations and book travel (flights, hotels, transportation)
  • Confirm hotel check-ins and ensure smooth travel arrangements
  • Make restaurant reservations and research venues for meetings/events
  • Research existing and potential clients (background, industry, business updates)

Tech & Tools Proficiency

  • Experience with iMessage
  • Familiar with productivity and communication tools like:○ GSuite (Gmail, Calendar, Drive, Docs, Sheets)
  • ClickUp or similar task management software
  • ChatGPT, Google Transcription, and other AI tools

Soft Skills & Qualities

  • Highly proactive - anticipates needs and takes initiative
  • Detail-oriented - catches small details that others may miss
  • Eager to learn and continuously improve
  • Resourceful - able to find solutions independently
  • Trustworthy & discreet - handles confidential information with integrity
  • Excellent written and verbal communication skills
  • Problem solver - thinks critically and finds creative solutions
  • Strong prioritization skills - manages multiple tasks efficiently
Requirements
  • 2 years of experience in an executive assistant role
  • Experience assisting both professional and personal matters with discretion
  • Excellent C1 level English written and verbal communication skills
  • Ability to do self-directed work independently
  • Proficiency in Google Workspace, ClickUp, or similar
  • Experience working in FinTech is a huge plus

Nice to Have (Bonus Skills)

  • Experience supporting a CEO, executive, or entrepreneur
  • Background in sales or customer experience is a nice to have
  • Understanding of accounting/bookkeeping concepts
  • Basic social media management (LinkedIn posts, engagement, etc.)
  • Event planning or coordination experience
Benefits

Position: Executive Assistant (FinTech)

Salary Range: $1000-$2000 USD + bonus

Working Hours: Flexible, but availability during CEOs operating hours.

Payment Frequency: Monthly

Type of Contract: Independent Contractor

Only CVs in English will be considered to participate in the process.

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