Executive Assistant

Description

Job Summary: This position provides direct executive support to the Technical Director, ensuring organization, smooth workflow, and prioritization of strategic requests, acting as the central point of contact for various stakeholders. Key Highlights: 1. Direct executive support to the Technical Director 2. Central point of contact between internal and external stakeholders 3. Organization and smooth handling of strategic requests GS Inima Brasil \| Vitória \- ES \| On-site Job Description ❇️This role is responsible for providing direct executive support to the Technical Director, ensuring organization, smooth workflow, and prioritization of strategic requests. It acts as the central point of contact between various internal and external stakeholders, filtering information, structuring agendas, tracking requests, and coordinating essential administrative activities. Additionally, it maintains the daily operations of the Directorate by organizing documents, communications, travel arrangements, and administrative routines, ensuring efficiency and consistency in company operations.* **️****Working Hours:** Monday to Friday, from 08:00 to 18:00, with a 1h12 lunch break. ️ **Meal/Voucher Allowance** – support for your daily meals; **Christmas Basket** – a special gesture at year-end; **Health Insurance Plan** – comprehensive care for you; **Dental Insurance Plan** – always keeping your oral health in check; ️ **Life Insurance (at no cost)** – protection for you and your family; **Transportation Voucher** – convenience for your daily commute; **Medication Assistance** – financial support for treatments and prescriptions; ️ **Wellhub** – access to gyms and physical activities; **Pluxee Cuida** – psychological, social, nutritional, legal, and financial counseling; Responsibilities and Duties Organize, monitor, and update the Director’s schedule, managing appointments, meetings, travel, and priorities; Filter incoming requests, performing triage to ensure only relevant and prioritized matters reach the Director; Prepare documents, presentations, announcements, and meeting minutes, ensuring clarity and strategic alignment; Oversee general office services: maintenance, cleaning, facilities management, inventory control, and small equipment; Process purchase requests, track service orders, and verify invoices in the ERP system; Monitor office payables (water, electricity, condominium fees, telecommunications, etc.) and forward them to Finance within deadlines; Receive, route, and track stakeholder requests (municipalities, partners, suppliers, regulatory agencies); Sort Directorate correspondence and courier packages, forwarding items to the respective departments; Handle telephone and in-person inquiries with professionalism and clear communication; Manage physical and digital Directorate documents, organizing files and ensuring quick traceability. Administer travel, accommodation, fuel, and reimbursement requests, conducting monthly controls; Maintain the Director’s office ready, functional, and organized for meetings and client interactions. Requirements and Qualifications **Education:** Bachelor’s degree **Fields of Study:** Administration, Business Management, Managerial Processes, Executive Secretariat, or related fields. \#️⃣Intermediate-level Office suite proficiency (with focus on Excel, Outlook, and PowerPoint); \#️⃣Experience with ERP systems (SAP preferred); \#️⃣Familiarity with administrative routines and facility management; \#️⃣Ability to draft texts, memoranda, and formal communications; \#️⃣Basic English knowledge desirable for reading and translating simple documents. Desirable Qualifications \#️⃣High level of discretion and confidentiality, responsibly handling strategic Directorate information; \#️⃣Exceptional organizational skills, with proven ability to manage multiple tasks simultaneously and systematically; \#️⃣Clear, concise, and professional verbal and written communication, ensuring courteous interactions aligned with the institution’s positioning; \#️⃣Ability to set priorities, triage requests, and support decision-making assertively and substantively; \#️⃣Proactive attitude, autonomy in managing routine tasks, and professional maturity when interacting across all hierarchical levels; \#️⃣Flexibility, resilience, and emotional stability to operate in a high-volume information environment with constant interaction among diverse stakeholders. Apply Now Salary Range To be discussed Employment Type CLT Benefits Meal/Voucher Allowance; Christmas Basket; Health Insurance Plan; Dental Insurance Plan; Life Insurance; Transportation Voucher; Medication Assistance; Wellhub;