Executive Assistant

ProVeg Brazil has been recently established as a not-for-profit organisation with headquarters in the city of São Paulo and further advancing ProVeg’s mission of transforming the global food system by replacing 50% of animal products globally with plant-based and cultivated foods by 2040.

The Executive Assistant ensures the smooth running of our BR entity, helping to ensure we are both an effective organisation and a great place to work. 

The Executive Assistant will be responsible for supporting the Executive Director in overseeing the operational activities of our non-profit organisation. Their primary responsibility will be to ensure the efficient and timeous functioning of all administrative processes of PV BR, including, but not limited to, basic bookkeeping, communications, fundraising support, booking travel and where required suggesting and implementing process improvements to ensure ProVeg BR employees have adequate administrative support. This role will also support program managers in the organization's projects.

The ideal candidate will thrive in a support role, have great communication skills, and be competent in prioritising and working proactively. They will be self-motivated and trustworthy and have impeccable attention to detail.

Reports to: Country Director

Location: Remote in Brazil

Hours: 40 h per week

Salary range: up to 6,000 BRL gross per month (CLT), depending on qualifications

DEI: preference for black, mixed race or indigenous candidates, people with disabilities (listed by the Ministério do Trabalho, check here), trans or non-binary candidates, and/or mothers looking for professional repositioning.

This role's responsibilities include, but are not limited to:

General Administration:

• Assist the ProVeg BR Executive Director with various administrative tasks.

• Coordinate office activities to ensure efficiency and policy compliance.

• Organize Board meetings (agenda, scheduling, presentation slides, minutes, follow-ups).

• Improve ProVeg BR operations and processes (e.g., opening bank accounts).

• Manage BR-related documentation and supplier contracts.

• Maintain the ProVeg BR email account.

Support to the Director:

• Manage schedules, travel arrangements, and appointments for BR staff.

• Assist in preparing presentations and proposals.

• Take meeting minutes.

Finance & Secretarial Support:

• Handle basic finance reporting and monthly financial tasks.

• Manage staff expenses and maintain an organized filing system.

• Issue outgoing invoices and manage external correspondence (accountants, suppliers).

HR Support:

• Plan and manage team-building events and training.

• Assist with onboarding new employees.

Fundraising Support:

• Maintain donor/transaction information and data entry.

• Acknowledge and receipt donations promptly.

• Assist with fundraising projects (newsletters, website content, reports, events).

• Support grant proposal drafting and donor management.

Program Support:

• Conduct research and data collection for project development.

• Draft reports and presentations.

• Plan and manage meetings and events.

• Manage external providers.

Essential criteria:

• Outstanding written and verbal communication skills in English and Portuguese.

• Strong organisational, planning and coordinating skills.

• Excellent attention to detail, and an ability to balance short-term priorities with long-term goals and strategies.

• Understanding of data protection regulations/policies and strong adherence to treating sensitive information confidentially.

• A commitment to integrity and confidentiality, with a curious and creative nature and a drive to continuously improve.

• Familiarity with office management procedures.

• Ability to manage time effectively in a fast-paced nonprofit work environment.

• Strong collaboration and excellent interpersonal skills with the ability to thrive in a team of people from diverse backgrounds.

• Comfortable working with basic figures/finances.

• Alignment with the vision and mission of ProVeg.

• Flexible, trust-based working arrangements and home-office arrangements.

• Career-development support.

• Mindfulness programme - free Headspace account.

• We are a workplace that encourages everyone to bring their whole selves to work. We are an inclusive workplace for our diverse employees around the world.

• And, last but not least, become part of a great team and work with us towards a world where everyone chooses delicious and healthy food that is good for all humans, animals, and our planet!

Application deadline: Open until filled

Start date: Asap

Our Application Procedure

Your application should include a cover letter addressing your motivation and how you meet the person specification criteria and a CV. Please submit your application in English using our online form, and tell us how you found this job ad. (https://proveg.com/jobs/) Thank you!

The recruitment process includes: 
1.    Online interview with People and Culture

2.    Online trial task

3.    Interview with the ProVeg BR Executive Director

4.    Final decision 

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