Executive Secretary

Description

Job Summary: Provide executive support to senior leadership, ensuring organization, agility, and efficiency in managing schedules, communications, meetings, and administrative activities. Key Highlights: 1. Executive support to senior leadership 2. Management of schedules, communications, and events 3. Handling of strategic information with confidentiality Kalendae has been operating in the Brazilian market since 2005, offering co\-sourcing and consulting services, as well as application development, information security, infrastructure services consulting (on-premise and cloud), and training in IT and business service management. We pursue continuous improvement in our services, focused on customer satisfaction and employee fulfillment. Requirements: **Purpose of the Position** Provide executive support to the company’s senior leadership, ensuring organization, agility, and efficiency in managing schedules, communications, meetings, and administrative activities. Act as a facilitator between the executive board, internal departments, strategic partners, suppliers, and external agencies, ensuring confidentiality, operational excellence, and alignment with the requirements of a highly regulated and dynamic environment. **Key Responsibilities** Executive Support * Manage the Executive Board’s schedule, organizing meetings, appointments, travel, and events. * Prioritize requests and resolve scheduling conflicts. * Organize in-person and virtual meetings, preparing agendas, materials, and minutes. * Track pending items and ensure follow\-up on executive decisions. * Support daily routines of executives. Executive Communication * Receive partners, investors, suppliers, and visitors. * Organize institutional communications when requested. * Ensure efficient information flow across departments. * Meeting and Event Organization * Plan board, council, and committee meetings. * Reserve meeting rooms, arrange infrastructure, and monitor timelines. * Draft minutes and record decisions and action plans. * Support corporate event, institutional visit, and convention organization. Travel Management * Arrange domestic and international travel. * Book flights, accommodations, and transportation. * Monitor expense reports and reimbursements. * Develop executive itineraries and schedules. Governance and Confidentiality * Handle strategic information with absolute confidentiality. **Essential Technical Competencies** Executive Management * Executive schedule management. * Organization of corporate meetings and events. * Domestic and international travel management. * Preparation of executive minutes. * Administration of confidential documents. Tools * Microsoft Office (Excel, Word, PowerPoint) – Intermediate * Google Workspace. * Microsoft Teams, Zoom, and Google Meet. * Task and project management tools (Asana, Trello, Monday, or similar). Communication * Business writing. * Executive communication. * Corporate presentation development. * Report organization. **Languages** * Advanced English * Spanish is considered a plus.