Executive Secretary

HIRING; São Paulo; Híbrido; BRL 90 000 - 130 000; Tempo integral

Resumo da oferta

HIRING, a fast-growing tech startup operating across the US and Brazil, seeks an experienced Executive Secretary to join the team. You will manage calendars across multiple time zones, coordinate meetings, and handle critical communications with discretion.

Ideal candidates have 6–10 years in executive support, strong organization, and fluency in English. You will leverage AI and digital tools to streamline processes and support leadership with high-priority matters.

Qualificações

• 5+ years of experience in executive support roles.
• Experience in dynamic environments, preferably startups.
• Fluent written and spoken English.
• Excellent organization and prioritization skills.
• Proactive, autonomous, and strong ownership mindset.

Responsabilidades

• Manage executive calendars and time zones.
• Coordinate meetings, agendas, materials, notes, and actions.
• Triage emails and ensure timely responses.
• Coordinate domestic and international travel and logistics.
• Support organization of events and gatherings.
• Track priorities, deadlines, and follow-ups.
• Assist leadership with high-priority administrative matters.
• Act as a key contact between leadership, teams, clients, and stakeholders.
• Leverage AI and digital tools to improve processes.

Conhecimentos

Executive support

Calendar management

Meeting coordination

Travel coordination

English fluent

Ferramentas

Microsoft 365

AI tools

Descrição da oferta de emprego

A fast-growing technology startup operating across the US and Brazil, is looking for a Executive Secretary, to join the team:

Key Responsibilities

• Manage executive calendars and commitments across different time zones;
• Coordinate meetings, agendas, materials, notes, and action items;
• Triage emails and communications, ensuring proper follow-up and timely responses;
• Coordinate domestic and international travel, including itineraries, visas, expenses, and logistics;
• Support the organization of events, meetings, and corporate gatherings;
• Track key priorities, deadlines, and follow-ups to ensure nothing falls through the cracks;
• Support leadership with high-priority administrative and operational matters;
• Act as a key point of contact between leadership, internal teams, clients, and other stakeholders;
• Leverage digital tools and AI solutions to improve processes and productivity.

What We're Looking For

• 6–10 years of experience as an Executive Assistant, Executive Secretary, or in a similar role;
• Experience in dynamic environments, preferably startups or high-growth companies;
• Fluent English, both written and spoken;
• Excellent organization, prioritization, and follow-through skills;
• Hands-on, proactive, and highly autonomous mindset with strong ownership;
• Excellent communication and interpersonal skills;
• High level of discretion and maturity when handling confidential information;
• Comfortable managing ambiguity, changing priorities, and multiple time zones;
• Strong proficiency with digital tools and genuine interest in AI and technology;
• Availability for occasional after-hours coordination when required.