As an Executive Assistant, you will provide administrative support to executives with complex organizational responsibilities, enabling them to operate effectively. You will manage calendars, coordinate meetings across time zones, and handle travel arrangements and logistics with precision. Working closely with Workplace colleagues onsite and virtually, you’ll build strong, collaborative relationships and deliver seamless support through exceptional organization, sound judgment, and proactive problem-solving in a fast-paced environment.
Efficient calendar management of your Managing Director’s schedules, including meetings, travel arrangements, and location changes, to ensure optimal productivity.
Stay ahead of your Managing Director’s needs by anticipating their requirements and providing proactive solutions. (e.g., highlighting and addressing meeting conflicts before MD asks.)
Seamlessly coordinate your Managing Director’s daily activities, including logistics and scheduling.
Ensure tasks are completed thoroughly and efficiently.
Maintain confidentiality at all times by protecting sensitive information that you would have access to.
Arrange and facilitate virtual and/or in-person meetings, ensuring all necessary technology and materials are readily available.
Collaborate with external parties on behalf of your Managing Director(s) and provide support to our local Workplace team.
On site presence: Be present in the office depending on your MDs schedule and/or local business needs to support events and clients.
Key Skills and behaviours:
Strong verbal and written communication skills in Portuguese (minimum C1) and English; proficiency in additional languages as required by role
Excellent administrative, organizational, and problem-solving skills with strong attention to detail
Ability to build and strengthen trust-based relationships with your Managing Director(s), other Executive Assistants, and Workplace team members across the globe in a collaborative and inclusive team environment
Proven experience of being a strong team player, supporting your colleagues when needed
Strong email and scheduling skills, with a solid knowledge of Windows and Microsoft Office applications (proficient in Outlook, Teams, Word, etc.)
Eagerness to learn, collaborate, share knowledge and experiences across regions and teams
Proactive & Reliable: Anticipates needs, solves problems independently, and ensures seamless daily support.
Discreet & Trustworthy: Handles sensitive information with integrity and confidentiality.
Tech-Savvy & Resourceful: Confident with tools and adaptable to new technologies.
As an Executive Assistant, you will provide administrative support to executives with complex organizational responsibilities, enabling them to operate effectively. You will manage calendars, coordinate meetings across time zones, and handle travel arrangements and logistics with precision. Working closely with Workplace colleagues onsite and virtually, you’ll build strong, collaborative relationships and deliver seamless support through exceptional organization, sound judgment, and proactive problem-solving in a fast-paced environment.
Efficient calendar management of your Managing Director’s schedules, including meetings, travel arrangements, and location changes, to ensure optimal productivity.
Stay ahead of your Managing Director’s needs by anticipating their requirements and providing proactive solutions. (e.g., highlighting and addressing meeting conflicts before MD asks.)
Seamlessly coordinate your Managing Director’s daily activities, including logistics and scheduling.
Ensure tasks are completed thoroughly and efficiently.
Maintain confidentiality at all times by protecting sensitive information that you would have access to.
Arrange and facilitate virtual and/or in-person meetings, ensuring all necessary technology and materials are readily available.
Collaborate with external parties on behalf of your Managing Director(s) and provide support to our local Workplace team.
On site presence: Be present in the office depending on your MDs schedule and/or local business needs to support events and clients.
Key Skills and behaviours:
Strong verbal and written communication skills in Portuguese (minimum C1) and English; proficiency in additional languages as required by role
Excellent administrative, organizational, and problem-solving skills with strong attention to detail
Ability to build and strengthen trust-based relationships with your Managing Director(s), other Executive Assistants, and Workplace team members across the globe in a collaborative and inclusive team environment
Proven experience of being a strong team player, supporting your colleagues when needed
Strong email and scheduling skills, with a solid knowledge of Windows and Microsoft Office applications (proficient in Outlook, Teams, Word, etc.)
Eagerness to learn, collaborate, share knowledge and experiences across regions and teams
Proactive & Reliable: Anticipates needs, solves problems independently, and ensures seamless daily support.
Discreet & Trustworthy: Handles sensitive information with integrity and confidentiality.
Tech-Savvy & Resourceful: Confident with tools and adaptable to new technologies.
