Assistant, Office of the President & CEO

Reporting to the Executive Assistant to the CEO, this role ensures the CEO has effective support in business and personal task management. Brazilian Portuguese language proficiency is essential. She/he will also assist the CEO's Chief of Staff. A very significant portion of the role will be successful management and execution of the CEO’s complex global travel schedule. The Assistant will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. In addition to reporting to the Executive Assistant to the CEO, the Assistant will work closely with other business partners within the CEO office.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Manage complex global travel schedule. Ability to coordinate and manage high volume of complex domestic and international travel, effective as a liaison with security, aviation, corporate travel, visa partners, event partners, communication/marketing leads, and region assistants. Manage OneNote and Sharepoint to ensure CEO office is aligned.
• Provide sophisticated calendar management for CEO. Responsible for booking external engagements and those that are more personal in nature, troubleshooting conflicts and providing solutions for both internal and external engagements. Involvement can include external board meetings, speaking engagements and high-profile conferences/events; making judgements based on priorities. Ability to rapidly address and adapt to last minute changes in schedules and act as a liaison between the CEO office and on-site personnel.
• Complete a broad variety of administrative tasks which could include: maintaining contact lists, manage corporate and operating calendars, completing expense reports, and general administrative responsibilities.
• Assisting the Chief of Staff in administrative tasks
• Partnering in the establishment and execution of Standard Operating Procedures to create a streamlined, proactive environment for leadership with business operating meetings and customer business reviews.
• Serve as second point of contact for internal and external constituencies pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Special projects/duties as assigned for the overall benefit of the organization.
• Specific travel management activities can include:
• Aviation
• BusOp calendar
• Country entry requirements
• Schedule build out
• Ground transport
• Hotel
• Event registrations
• Speakerships/Media
• Visas
• Other activities can include:
• Backfill the EA
• Personal appointments
• Events
• Customer visits/dinner
• Expense management
• Facilities tickets
• Lunch ordering
• Recurring morning notices

Minimum Requirements:

• High school diploma
• 8+ years of related administrative experience required working in a corporate environment supporting high-level executives

Preferred Qualifications:

• Fluency in Brazilian Portuguese (writing and verbal)
• Exceptional organizational skills and impeccable attention to detail.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Experience with international travel.
• The ability to take direction with ease when required.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Excellent judgment is essential.

In addition to experience, the successful candidate will have demonstrated competencies in the following areas:

• Integrity
• Communication
• Agility
• Intensity