Executive Assistant

IFF; Barretos; Híbrido; BRL 120 000 - 180 000; Tempo integral

Resumo da oferta

IFF, a global leader in flavors, fragrances, food ingredients and health & biosciences, is seeking an experienced Executive Assistant to support the VP, Commercial Director Fine Fragrances LATAM. In a hybrid role based in Tamboré, São Paulo, you will be at the heart of regional leadership, coordinating calendars, travel, and critical communications while collaborating across functions.

You will gain exposure to the behind-the-scenes creation of iconic perfumes, working with senior leaders,

Qualificações

• Bachelor's degree or equivalent professional experience.
• Five+ years of experience as an Executive Assistant or similar senior support role.
• Advanced proficiency with Word, Excel, PowerPoint, Outlook and Teams.

Responsabilidades

• Proactively manages the VP's complex calendar and coordinates internal and external engagements.
• Coordinates agendas, materials, briefing documents, and follow-up actions.
• Manages domestic and international travel arrangements with detailed itineraries.
• Prepares executive presentations, reports, analyses, and communications using MS Office.
• Oversees expense reports, travel expenses, office coordination, and procurement.
• Improves document management and administrative workflows for efficiency and compliance.
• Plans and executes executive events, offsites, and leadership meetings.

Conhecimentos

Executive support

Calendar management

Travel coordination

English fluency

Stakeholder management

Formação académica

Bachelor's degree

Ferramentas

Microsoft Office Suite

Descrição da oferta de emprego

Job Summary

Are you an experienced Executive Assistant who thrives in a fast-paced environment and wants to be at the heart of the world of Fine Fragrance, supporting regional leadership while helping bring creativity, science, and artistry together?

IFF is a global leader in flavors, fragrances, food ingredients and health & biosciences. We deliver sustainable innovations that elevate everyday products.

Scent: Harnessing the full emotional power of scent, driven by pioneering creativity, science, consumer expertise and a mindful approach to fragrance design.

This role is based in Tamboré, São Paulo, Brazil (hybrid role) . Be part of a collaborative, open-minded, growth-oriented team where together we can achieve greatness and make a real impact. Your potential is our inspiration.

In this role, you will have the opportunity to be part of the coveted world of Fine Fragrance, gaining exposure to the behind-the-scenes creation of iconic perfumes and collaborating with some of the industry's most renowned perfumers. This is a unique environment where artistry, imagination, and science come together to create exceptional fragrance experiences.

As the trusted partner to the VP, Commercial Director Fine Fragrances for LATAM, you will play a key role in optimizing executive effectiveness, supporting strategic initiatives, and helping drive business success across the region. Working within a global, entrepreneurial, passionate, and creative organization, you will collaborate across multiple functions, disciplines, and time zones while serving as a central point of coordination and communication within the Fine Fragrance ecosystem.

This position requires a high degree of professionalism, tact, integrity, and discretion due to regular interaction with senior leaders and exposure to confidential business information. Success in this role requires a proactive, self-driven individual who thrives in a dynamic environment and consistently anticipates business needs.

Where You'll Make a Difference

• Provide dedicated administrative support to the VP, Commercial Director Fine Fragrances for LATAM by proactively managing a complex calendar, prioritizing competing demands, resolving scheduling conflicts, and maximizing productivity.
• Ensure the VP is fully prepared for internal and external engagements by coordinating agendas, materials, briefing documents, follow-up actions, and ongoing communication with stakeholders.
• Coordinate leadership meetings, department initiatives, and strategic projects by aligning timelines, resources, stakeholders, and deliverables to ensure successful execution.
• Manage domestic and international travel arrangements from planning through completion, including detailed itineraries, logistics coordination, and ongoing travel support.
• Prepare, refine, and deliver professional executive presentations, reports, business analyses, correspondence, and communications using Microsoft PowerPoint, Excel, and other productivity tools.
• Administer operational activities including expense reports, travel expenses, office coordination, supply ordering, purchase order creation, and payment process tracking.
• Organize and continuously improve document management, information-sharing processes, and administrative workflows to ensure efficiency, accuracy, and compliance.
• Lead the planning and execution of executive events, leadership offsites, customer engagements, and departmental meetings, including venue coordination, agendas, communications, procurement, and logistics.
• Partner closely with executive assistants and cross-functional teams globally to centralize information, facilitate communication, solve issues proactively, and support seamless business operations.

What Makes You the Right Fit

• Bachelor's degree or equivalent relevant professional experience.
• At least five years of experience as an Executive Assistant or in a similar senior administrative support role.
• Advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Professional fluency in English with excellent written and verbal communication skills.
• Demonstrated experience supporting senior executives, managing highly confidential information, and interacting effectively with stakeholders at all organizational levels.
• Proven ability to coordinate complex domestic and international travel arrangements, expense management, and executive scheduling.
• Strong organizational, planning, and project management skills with the ability to manage multiple priorities and tight deadlines simultaneously.
• Self-driven, proactive, and resourceful approach with strong problem-solving skills, sound judgment, and exceptional attention to detail.
• Ability to work effectively across global teams, time zones, and diverse cultures while maintaining a positive, flexible, and customer-focused mindset.

How Would You Stand Out?

Previous experience supporting regional or global commercial leaders within a multinational, matr