Bilingual Executive Assistant

Jobtailor; São Paulo; Presencial; BRL 120 000 - 180 000; Tempo integral

Resumo da oferta

Jobtailor is seeking an experienced Executive Assistant to support two Directors in São Paulo. The role requires coordinating complex schedules, arranging domestic and international travel, and preparing executive materials in English and Portuguese.

You will interact with stakeholders across departments and maintain confidential information with discretion. The ideal candidate excels at multitasking, communication, and organization, with strong proficiency in Microsoft Office and SAP

Qualificações

• Previous experience as Executive Assistant or in a similar role.
• Fluency in spoken and written English is required.
• Strong experience managing complex schedules and organizing meetings.
• Experience managing domestic and international travel.
• Experience organizing and supporting events and executive meetings.
• Proficiency in Microsoft Office; SAP knowledge a plus.

Responsabilidades

• Provide direct support to two Directors.
• Manage and prioritize complex schedules and appointments.
• Coordinate internal and external meetings across time zones.
• Arrange domestic and international travel with itineraries and logistics.
• Prepare agendas, materials, and documents for meetings.
• Support expense reports and track travel expenses.

Conhecimentos

English fluency

Portuguese fluency

Organizational skills

Multitasking

Verbal communication

Written communication

Ferramentas

Outlook

PowerPoint

Excel

Word

SAP

Descrição da oferta de emprego

• Provide direct support to two Directors
• Manage and prioritize complex schedules and appointments
• Coordinate internal and external meetings, including international meetings and calls across different time zones
• Arrange domestic and international travel, including flights, accommodations, ground transportation, and itineraries
• Support the submission of expense reports and the tracking of travel and executive activity expenses
• Prepare agendas, materials, and documents for meetings
• Track commitments, action items, and deadlines established by leadership
• Handle confidential information with discretion and professionalism
• Communicate in English with stakeholders, vendors, and international teams
• Ensure the flow of information between the Directors and different departments across the company
• Draft and format communications, presentations, and executive reports in Portuguese and English
• Coordinate executive meetings, workshops, corporate events, and leadership gatherings, both in person and virtually
• Support event logistics, including venues, vendors, materials, invitations, and participant communications
• Monitor timelines and ensure organizational deadlines are met
• Support administrative and financial activities related to the Executive Office
• Organize payments, expenses, and documentation
• Prepare and monitor payment and expense reports
• Support vendor, contract, purchase order, and administrative documentation processes
• Ensure compliance with internal policies and procedures
• Keep documents, files, and administrative records organized and up to date

Requirements

• Previous experience as an Executive Assistant, Administrative Assistant, or in a similar role, preferably supporting executives or senior leadership
• Fluency in spoken and written English is required
• Strong experience managing complex schedules and organizing meetings
• Experience managing domestic and international travel
• Experience organizing and supporting events, workshops, and executive meetings
• Excellent organizational, planning, and multitasking skills
• Strong verbal and written communication skills
• Ability to interact effectively with people at different organizational levels and with various stakeholders
• Proficiency in Microsoft Office, especially Outlook, PowerPoint, Excel, and Word
• Knowledge of or experience with SAP is a plus
• Experience preparing payment and expense reports and maintaining financial records is a plus
• Familiarity with procurement processes, vendors, purchase orders, and expense reporting is a plus
• Experience in multinational companies or corporate environments involving international interaction is a plus

Core Competencies

Demonstrates strong organizational and multitasking abilities while managing complex schedules, coordinating meetings, and supporting executive activities. Proficient in both English and Portuguese communication, with a focus on maintaining confidentiality and ensuring compliance with internal policies.

Highest-signal resume keywords

• Executive Support Experience
• Fluency in English and Portuguese
• Complex Schedule Management
• Event Coordination
• Microsoft Office Proficiency

ATS Optimization Keywords

Hard Skills

• Complex Schedule Management
• Event Coordination
• Expense Reporting
• Financial Record Maintenance
• Procurement Processes

Soft Skills

• Excellent Organizational Skills
• Strong Verbal Communication
• Strong Written Communication
• Multitasking Abilities
• Interpersonal Skills

Industry Keywords

• Executive Assistant
• Administrative Assistant
• Multinational Companies
• Corporate Environments
• International Interaction

Tools & Technologies

• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Excel
• Microsoft Word
• SAP