This position calls for a creative problem solver that doesn't just wait around for assignments; instead, they will actively search for methods to help the CEO while making decisions on their own. This position combines aspects of analyst, project manager, cheerleader, and assistant.
Responsibilities:
Daily and Weekly Planning: Work with the CEO to plan their daily and weekly schedule, considering both professional and personal requirements. Conduct weekly meetings with the CEO to discuss and plan for the upcoming week and a daily check-in to set the day.
Calendar Management: Assist the CEO in managing their calendar, including scheduling meetings, rescheduling when necessary, and ensuring the CEO is always in the right place at the right time.
Email Management: Act as the first point of contact for the CEO's email inbox. Sort emails, determine which ones require the CEO's attention, and draft responses as needed. You may also be asked to respond to certain types of emails on behalf of the CEO.
Follow-up tasks: Take follow-up tasks that come out of the CEO’s meetings (sent to you from him) and help organize a project management tool. Assist in the execution where possible. Work with the CEO to prioritize these tasks and keep track of deadlines.
Personal Activity Planning: Helping the CEO make decisions and arrange things like dinner reservations, gift buying, and vacation planning. Important for an assistant to learn the CEO’s tastes and help make selections based on those expectations.
Misc Tasks: Perform any administrative tasks required by the CEO, including but not limited to scheduling appointments, running errands, and handling personal matters. These tasks could look like online research, data entry, and misc communications.
Requirements:
Must-haves:
At least 3 years of experience as an Executive Assistant to C-level executives.
Proficient in using Slack, WhatsApp, and ClickUp (or any similar PM tool).
Strong organizational skills and attention to detail.
Expertise in managing schedules, with a talent for planning and coordinating both daily and weekly agendas.
Ability to work independently, take initiative, be proactive, and anticipate needs.
Excellent communication skills (written and spoken).
Native-level written English. This is critical for written communication with external parties (customers, partners, etc)
Ability to handle sensitive and confidential information.
Willingness to perform any task assigned by the CEO, including personal tasks.
Nice-to-haves:
Ability to speak Portuguese.