Executive Assistant

Job description

As an Executive Assistant, you will be responsible for providing administrative and secretarial support to the members of the Executive Committee. Your duties will include managing day-to-day reception operations, ensuring that the building and its services meet the needs of employees, and supporting office operations. This role also involves organizing internal and external events.

Tasks

• Monitoring daily schedules, coordinating appointments for members of the Executive Committee, and organizing in-person and virtual meetings across different time zones.
• Planning and organizing business trips for members of the Executive Committee, including preparing expense reports to ensure accuracy and compliance.
• Arranging visitor appointments, welcoming visitors, and assisting them during their stay.
• Timely collection, compilation, and distribution of materials for the Board of Directors' Committee, with input from various stakeholders.
• Support for marketing initiatives (e.g., customer events, gift certificates, gifts, cards).
• Planning internal events (e.g., monthly meetings, Christmas party).
• Processing and distribution of internal and external mail.
• Answering phone calls in German, English, and Portuguese.
• Ordering and maintaining office supplies in accordance with office procedures to ensure maximum efficiency, as well as monitoring expenses and managing contracts for services such as cleaning, renovation, and construction.
• Ensuring that databases are updated and maintained, including contact lists for office management and executive assistance.
• Management and maintenance of conference rooms to ensure that office areas are kept clean and tidy.

Requirements

• Business training. A degree and/or a relevant certification as an office specialist is a plus.
• At least 3 years of general experience.
• A strong understanding of IT organization and related practices and processes.
• Excellent organizational skills, with the ability to think proactively and prioritize tasks.
• Friendly, discreet, and trustworthy.
• Ability to work under pressure while maintaining a calm demeanor and the ability to adjust priorities.
• Fluent in English and Portuguese; basic knowledge of German required.