Executive Assistant COD 217

JEM Systems; Phoenix (AZ); Hybrid; USD 55,000 - 85,000; Full time

Benefits offered by this job

Health/Dental/Vision Insurance

401k

PTO

Sick Leave

Job summary

JEM Systems is seeking an Executive Assistant in Phoenix to support the CEO across the U.S. and Brazil, coordinating calendars and travel while communicating in English and Portuguese.

The role requires 3+ years of executive assistance, strong organizational skills, and the ability to handle confidential information with discretion in a multinational environment.

Qualifications

• Bachelor's degree in a related field.
• 3+ years of executive assistance, preferably supporting C-level executives.
• Experience in multinational companies or with international teams.
• Fluent English and native-level Portuguese.
• Strong organizational and time-management skills.

Responsibilities

• Manage the CEO's calendar across US and Brazil time zones.
• Oversee CEO correspondence and escalate issues as needed.
• Organize commitments and prioritize strategic matters.
• Coordinate domestic and international travel and expenses.
• Prepare documents and presentations in English and Portuguese.
• Draft meeting agendas and follow up on action items.
• Coordinate calendars with the US-based EA for alignment.
• Represent the CEO with senior leaders, clients, partners, and vendors.
• Handle confidential information with discretion and integrity.
• Support special projects and corporate events.
• Anticipate needs and improve efficiency.

Skills

Fluent English

Native Portuguese

Organizational skills

Time management

Discretion

Executive support

Education

Bachelor's degree in a related field

Tools

Microsoft Office

Google Workspace

AI tools in admin workflows

Job description

Executive Assistant

Join a team that saves lives every day!

With offices in Phoenix, Arizona, the United Kingdom, São Paulo, and Joinville, JEM has more than 450 employees around the world, all focused on transforming the Fire Safety industry through innovative equipment and projects.

If you are looking to grow, develop your career in a dynamic and challenging environment, and contribute to a meaningful purpose of saving lives, this opportunity is for you!

Key Responsibilities

• Manage the CEO's calendar with agility, proactively adjusting to changing priorities and coordinating schedules across U.S. and Brazil time zones;
• Oversee correspondence, requests, and communications directed to the CEO, independently handling matters within scope and appropriately escalating issues requiring executive attention;
• Organize and prioritize the CEO's commitments, ensuring time is allocated to the most strategic and business-critical matters;
• Coordinate domestic and international travel, including flights, transportation, accommodations, documentation, itineraries, and expense reporting;
• Prepare, review, and organize documents, presentations, reports, and business correspondence in English and Portuguese;
• Prepare meeting agendas, attend executive meetings when appropriate, draft meeting minutes, and follow up on action items and outcomes;
• Work closely with the U.S.-based Executive Assistant to coordinate calendars, priorities, and executive-level demands between the United States and Brazil;
• Represent the CEO professionally in interactions with senior leadership, clients, partners, vendors, and other stakeholders as needed;
• Handle confidential, sensitive, and strategic information with the highest level of discretion and integrity;
• Support special projects, corporate events, executive initiatives, and other strategic or administrative requests;
• Anticipate the CEO's needs and proactively identify opportunities to improve organization, efficiency, and workflow.

Qualifications

• Bachelor's degree in Executive Secretarial Studies, Business Administration, Communications, or a related field;
• Minimum of 3 years of experience in executive assistance, preferably supporting C-level executives;
• Experience working in multinational companies or with international teams;
• Fluent English, with excellent verbal and written communication skills;
• Native-level Portuguese, with impeccable written communication skills;
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities simultaneously;
• Strong autonomy, initiative, problem-solving abilities, and sound judgment;
• Ability to anticipate needs and make appropriate decisions while understanding when escalation is required;
• Flexibility to adapt to changing priorities and, when necessary, varying schedules;
• Professional demeanor and excellent interpersonal and communication skills;
• High level of discretion when handling confidential and sensitive information;
• Strong ethical standards, integrity, and accountability.

Technology & Tools

• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint, and/or Google Workspace;
• Familiarity with Artificial Intelligence (AI) tools and their practical application in administrative and executive workflows;
• Ability to quickly learn and adapt to new technologies, systems, and digital tools.

Work Environment and Location

• Location: 21410 N 15th Ln, Suite #114 Phoenix, Arizona (Hybrid) 85027
• Hybrid
• Work shift: 08:00 AM – 05:00 PM.
• Heath/Dental/Vision Insurance (50% coverage for the employee and dependents)
• 401k
• PTO (2 weeks yearly)
• Sick Leaves (5 days yearly)