Executive and Office Assistant

1 semana atrás

São Paulo, São Paulo, Brasil The Life Curators Tempo inteiro

ROLE: Executive and Office Assistant

Please read carefuly the below description:

This is a full time job based in São Paulo, Brazil

Working hours:

From Monday to Thursday from 9AM to 7PM

Friday from 9AM to 6PM

Saturdays and Sundays: OFF

Why do we need you:

As our company continues to grow rapidly, we are looking for a
highly organized, detail-driven, and proactive Executive & Office Assistant
to support
four directors
and oversee the
daily operations and facilities
of our office.

This role requires someone with exceptional organizational skills, a sharp eye for detail, and the ability to anticipate needs before they arise. You will be the central point ensuring that everything (from executive schedules to office logistics) runs seamlessly.

You'll manage both
strategic priorities and day-to-day operations
, balancing executive support with the smooth functioning of our workspace. If you thrive in a fast-paced environment, enjoy problem-solving, and take pride in creating structure and efficiency, we want you on our team.

What you'll do:

  • Manage Executive Calendars:
    Coordinate complex schedules, meetings, and travel arrangements with precision and ease.
  • Communication Hub:
    Act as a primary point of contact for internal and external communications, ensuring timely responses and prioritization of important messages.
  • Task and Project Management:
    Track key deliverables and deadlines for the executive team, ensuring that goals are met and projects are on track.
  • Personal Support:
    Handle personal errands and tasks for executives to ensure their personal lives are organized, allowing them to focus on their professional commitments.
  • Travel & Logistics Coordination:
    Arrange international and domestic travel, including flights, accommodations, and transportation.
  • Meeting Coordination:
    Prepare meetings rooms, agendas, take minutes, and ensure follow-up on action items from board meetings, client meetings, and internal strategy sessions.
  • Event Planning:
    Organize high-level events, including conferences, client dinners, and team-building activities, ensuring all details are executed flawlessly.
  • Confidential Support:
    Handle sensitive and confidential information with discretion and professionalism.

What we're looking for:

  • Proven Experience:
    3+ years of experience in a personal and/or executive assistant role, ideally supporting senior leadership or C-suite executives.
  • Excellent Organizational Skills:
    Demonstrated ability to manage multiple tasks, priorities, and deadlines simultaneously, with meticulous attention to detail.
  • Strong Communication Skills:
    Exceptional written and verbal communication abilities, capable of managing diverse stakeholders.
  • Tech-Savvy:
    Proficient with office productivity tools (Microsoft Office Suite, Google Workspace, etc.) and comfortable using various communication and collaboration platforms.
  • Proactive and Resourceful:
    Ability to anticipate needs and proactively address them with minimal direction.
  • Discretion and Integrity:
    Trustworthy, able to handle confidential information with professionalism and discretion.
  • Adaptability:
    Comfortable working in a fast-paced, dynamic environment with shifting priorities.

Bonus points:

  • Experience Supporting Executives in a Global Context:
    Experience working with international teams and understanding of different time zones and cultures.
  • Event Planning Expertise:
    Proven track record of organizing events or high-profile meetings.
  • Language Skills:
    Proficiency in languages other than Portuguese and English is a plus.

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