Executive Assistant

IFF Brazil; Barretos; Híbrido; BRL 90 000 - 130 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Hybrid work model

Exposure to Fine Fragrance industry

Resumo da oferta

IFF Brazil, based in Tamboré, São Paulo, Brazil, is seeking an experienced Executive Assistant to support the LATAM leadership in a hybrid role. You will act as a trusted partner to the VP and collaborate across global teams to drive executive effectiveness and strategic initiatives.

The ideal candidate brings 5+ years in senior administrative support, excellent English communication, and strong proficiency with MS Office and travel management.

Qualificações

• Bachelor’s degree or equivalent relevant professional experience.
• At least five years of experience as an Executive Assistant or 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.

Responsabilidades

• 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.

Conhecimentos

Calendar management

Communication

Project management

Travel coordination

Stakeholder management

Formação académica

Bachelor’s degree or equivalent professional experience

Ferramentas

Concur

SharePoint

OneNote

Power BI

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.

What 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, matrixed organization.
• Familiarity with tools such as Concur, SharePoint, OneNote, Power BI, or similar business productivity platforms.
• Experience coordinating large-scale leadership events, executive meetings, or customer-facing engagements within a creative or innovation-driven environment.

Why Choose Us?

A unique opportunity to work within the inspiring world of Fine Fragrances, where creativity, science, and innovation come together to create iconic products. Direct exposure to regional leadership and strategic business priorities across Latin America. Opportunities to contribute beyond traditional executive support through event planning, communication initiatives, and process improvement projects. An inclusive, collaborative, entrepreneurial culture that values diverse perspectives and continuous learning. A hybrid work model that supports flexibility, professional growth, and meaningful collaboration. Weare a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability. Visit IFF.com/careers/workplace-diversity-and-inclusion to learn more. At IFF, we make joy through science, creativity and heart. As the global leader in flavors, fragrances, food ingredients, health and biosciences, we deliver groundbreaking, sustainable innovations that elevate everyday products – advancing wellness, delighting the senses and enhancing the human experience. We value an inclusive, creative workplace where all individuals can thrive and do their best work. We consider all qualified candidates equally and based on merit, without regard to religion, ethnicity, national origin, race, age, veteran status, gender identity or expression, sexual orientation or disability.