Executive Assistant

SYNC; Brasil; On-site; BRL 60,000 - 100,000; Full time

Job summary

SYNC seeks an experienced Executive Assistant to support senior executives for US-based clients, handling calendars, emails, travel, reports, CRM, and research across multiple time zones.

This full-time Brazilian role requires at least 2 years in the field, English fluency, and strong organizational skills. Real estate experience is a plus, with emphasis on proactive problem-solving and communication.

Qualifications

• Minimum of 2 years' experience as an executive assistant.
• College degree in a related field.
• Fluent English in writing and speaking.
• Proficient with MS Office and Google Workspace.

Responsibilities

• Provide high-level administrative support to executives across time zones.
• Manage complex calendars and meetings with agendas and notes.
• Handle executive inboxes, draft responses and track follow-ups.
• Coordinate travel, events, and other logistics.
• Prepare reports, presentations, and other documents.
• Support special projects and process improvements.
• Oversee junior staff or contractors when applicable.
• Leverage AI and automation to boost productivity.
• Research and propose technology to improve efficiency.
• Maintain SOPs, templates, and standardized workflows.

Skills

English proficiency

Independent working style

Organizational skills

Excellent communication

Education

College degree in General Administration

College degree in Communications

College degree in Psychology

College degree in Sociology

Tools

Microsoft Office

Google Workspace

Emerging technologies

Job description

Our Executive Assistants play a key role in supporting senior/executive-level clientele with a virtually endless list of administrative-related tasks and responsibilities, including but not limited to managing email and calendars, scheduling and attending meetings and preparing summary notes, drafting correspondence, editing, data entry, research, project management, CRM management, expense reports, and general financial-related tasks.

Our Executive Assistants work full-time and exclusively for one client. Our clientele are all US-based companies or individuals in almost every industry. You must have at least 2 years of experience in this area to be considered. The ideal candidate is a passionate, highly organized, proactive, detail-oriented problem solver and possesses excellent communication skills.

GENERAL RESPONSIBILITIES

• Provide high-level administrative and operational support to executives, proactively anticipating needs, priorities, and potential issues.
• Manage complex calendars, appointments, meetings, and scheduling across multiple stakeholders and time zones, resolving conflicts and protecting the executive's time.
• Manage executive inboxes and communications, prioritizing messages, drafting professional responses, tracking pending matters, and ensuring timely follow-up.
• Coordinate meetings from preparation through follow-up, including agendas, supporting materials, notes, action items, deadlines, and responsible parties.
• Maintain visibility over executive priorities, projects, commitments, and deadlines, proactively following up with internal and external stakeholders.
• Prepare, organize, and maintain business documents, reports, presentations, spreadsheets, databases, CRM records, and digital filing systems.
• Conduct business research, summarize findings, compare alternatives, and provide clear recommendations to support executive decision-making.
• Coordinate travel, events, appointments, and other executive logistics, including itineraries, reservations, and documentation.
• Track business expenses, budgets, invoices, subscriptions, reimbursements, and supporting documentation when required.
• Communicate professionally with clients, vendors, partners, employees, and other stakeholders, exercising sound judgment and discretion.
• Support special projects and changing business priorities, taking ownership of tasks and identifying solutions with minimal supervision.
• Coordinate and oversee junior administrative staff, contractors, or other support personnel when applicable.
• Identify inefficient, repetitive, or manual processes and proactively recommend improvements to increase productivity and operational efficiency.
• Create and maintain SOPs, templates, checklists, trackers, and standardized workflows to improve organization and consistency.
• Leverage Artificial Intelligence and emerging technologies to improve research, communication, documentation, information management, and overall productivity.
• Identify opportunities to use AI and automation to streamline repetitive tasks, reduce manual work, minimize errors, and improve existing workflows.
• Research and recommend new technologies, systems, and productivity solutions that can improve executive and business efficiency.
• Maintain a continuous-improvement mindset, consistently identifying opportunities to optimize processes, strengthen organization, and create greater leverage for the executive.

REQUIREMENTS

• Fluent in English, written and verbal (C1 level or higher), with excellent communication skills
• Minimum of 2 years of experience as an executive assistant. Real Estate is a plus!
• College Degree in General Administration, Communications, Psychology, Sociology, or a related field
• Strong proficiency with Microsoft Office, Google Workspace, and emerging technologies generally
• Self-motivated, with the ability to work independently and solve problems proactively
• Strong organizational, multitasking, and time-management skills

SCHEDULE

This position is FULL TIME, and 40 hours of work per week is expected Monday through Friday. The following schedules are offered based upon the location of the client. A daily 1-hour lunch break is included.