We are looking for an Executive Assistant who is bilingual in Portuguese to perform a variety of administrative tasks and support our company’s owners and senior-level managers. The Executive Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, trustworthy with confidential information, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.

Responsibilities

• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Manage executives’ calendars and set up meetings
• Make travel and accommodation arrangements
• Enter daily expenses and prepare weekly or monthly reports
• Act as an office manager by keeping up with office supply inventory
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings
• Screen and direct phone calls and distribute correspondence
• Organize and maintain the office filing and accounts payable system online

Skills

• High School degree required
• Excellent verbal and written communications skills in both English and Portuguese
• Five or more year of work experience as an Executive Assistant, Personal Assistant or similar role
• Excellent knowledge of Microsoft Office, Salesforce, and Project Managerment software
• Outstanding organizational and time management skills
• Discretion and confidentiality