Executive Administrative Manager

RESPONSABILITIES

 Travel Arrangements:

· Plan & coordinate CEO´s travel arrangement (flights, accommodation, transportation, visas, etc.).

· Prepare travel documents, agendas, and necessary materials.

 Communication Management:

· Screen and manage incoming comms (calls, emails, and correspondence).

· Draft, edit, and proofread documents, reports, and presentations.

· Provide initial analysis and comments of documents (approvals, admin reports)

 Agenda Administration:

· Schedule meetings, appointments, and other events.

· Manage the CEO's calendar.

· Ensure the CEO is aware of upcoming commitments and deadlines.

 Task Ordering:

· Identify and prioritize tasks, projects, and deadlines.

· Alert CEO of priority actions needed and ensure deadlines are complied.

· Delegate or handle routine tasks independently to free up the executive's time.

 Meeting Support:

· Prepare meeting agendas, materials, and presentations.

· When requested attend meetings to take minutes and track action items.

· Follow up on items to ensure CEO´s complies with commitments made within deadlines.

 Information & Relationship Management:

· Organize digital archiving of files and documents.

· Gather information needed for CEO´s executive tasks.

· Liaise with relevant internal and external stakeholders.

 Expense Organization:

· Track and reconcile expenses, prepare expense reports, and manage budgets.

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 · Bachelor's degree or equivalent work experience.

· Proven experience in a similar administrative role.

· Proficiency in office software (e.g., Microsoft Office, Google Workspace), productivity tools, and communication platforms.

· Ability to handle confidential information with discretion.

· Excellent problem-solving and multitasking capabilities.

· Strong interpersonal and relationship-building skills.

· Excellent analytical, problem-solving, and decision-making skills.

· Strong interpersonal and communication skills, with the ability to effectively collaborate with diverse stakeholders and build productive relationships.

· Exceptional organizational skills and attention to detail, with the ability to prioritize tasks and meet deadlines.

· Demonstrated ability to work independently, take initiative, and drive results.

· Strong results orientation, with strong leadership and ownership skills.

· Experience working in multicultural companies.

· Strong written and verbal communication abilities.

· Languages: English and Portuguese is a must, French a plus.

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