Executive Secretary

Description

Job Summary: We are seeking an organized, proactive Executive Secretary with excellent communication skills to work closely with leadership, ensuring organization, agility, and fluency in administrative routines. Key Highlights: 1. Strategic support in daily departmental operations 2. Ensuring organization, agility, and fluency in communication 3. An environment that values efficiency and collaboration In our continuous search for creative and innovation-driven minds, we seek individuals who challenge boundaries, embrace the new, and pioneer unexplored paths toward a promising future. With over 28 years of expertise in Consulting and Project Management, we are a national benchmark in Consulting Engineering, undergoing constant global expansion. With an innovation-driven DNA, we continuously reinvent and evolve. Our team of over 2,000 professionals works to propel our company toward an even more relevant, global, and digital future by 2030. If you identify with our purpose, shall we imagine and engineer the future together? **Responsibilities and Duties** **Brief Description:** We are seeking an **organized, proactive Executive Secretary with excellent communication skills**, who enjoys working closely with leadership and serves as a key contributor to smooth administrative operations. This person will play a strategic role in supporting daily departmental operations, ensuring organizational structure, process agility, and internal and external communication fluency—including **English-language interactions**. If you are detail-oriented, dynamic, and thrive in environments that value efficiency and collaboration, this opportunity may be for you! **Detailed Description** * Manage calendars, appointments, and meetings (in-person and online); * Organize and maintain physical and digital documents and files; * Answer, screen, and route phone calls, emails, and messages—including in English; * Draft, review, and organize documents, reports, and presentations; * Support the organization of meetings, corporate events, and business travel; * Provide administrative support to leadership and internal departments, contributing to sectoral task execution; * Manage general administrative tasks for the department; * Handle receipt, dispatch, sorting, and archiving of correspondence, ensuring traceability and deadline compliance; * Maintain organization and up-to-date status of physical document archives, facilitating workflow; * Schedule and monitor cleaning services for executive offices; * Manage inventory of stationery, water, and support items, ensuring an organized, functional, and safe environment. **Requirements and Qualifications** **Basic Requirements:** * Bachelor’s degree in Secretarial Studies, Business Administration, or related fields; * Prior experience in administrative routines and/or secretarial roles; * Proficiency in Microsoft Office Suite. **You’ll stand out if you have:** * Advanced English proficiency for oral and written communication; * Previous experience as an Executive Secretary. **Additional Information** **Job Characteristics:** * Employment Type: On-site * Work Location: Vitória * Working Hours: 8:00 AM to 5:00 PM **Benefits Included in This Role:** * Health Insurance * Dental Insurance * Life Insurance * Transportation Benefit * Meal Allowance * Gympass Membership * Discounts and partnerships with numerous educational institutions Birthday or Company Anniversary Day Off — One paid day off during your birth month or employment anniversary month * At Timenow, we believe in the power of ideas—and even more so, in the ability to turn them into reality. We are a global company with three decades of history, dedicated to envisioning a possible world and engineering it with intelligence, innovation, and purpose. #### **If you seek a place where your creativity finds space, your development is taken seriously, and your work creates real impact, join Timenow.** We are a community of over 2,500 people across Brazil, the United States, and Portugal. We are united by a shared mission: transforming complexity into shared achievements. Here, you’ll work on challenging projects alongside recognized specialists, in an environment that values knowledge, collaboration, and continuous innovation. It doesn’t matter where you are in your career journey—the key is your desire to make a difference. **\#JoinTimenow!**