Executive Secretary

Description

Job Summary: A professional to manage finances, administration, travel, family support, and the director's schedule, with a focus on organization and autonomy. Key Highlights: 1. Comprehensive financial and administrative management 2. Full support to the director and their family 3. Autonomy in problem-solving **Executive Secretary \#1147** **RESPONSIBILITIES:** * Manage the director's accounts payable and receivable, ensuring financial organization and predictability; * Plan and control monthly cash flow, monitoring recurring and extraordinary expenses; * Oversee construction and renovation projects, including obtaining quotations, contracting suppliers, and purchasing materials; * Conduct various purchases (commercial and personal), including groceries, pharmacy items, daily-use goods, and specific materials; * Manage personal and corporate documents (individual and legal entities), ensuring deadlines, renewals, and accounting compliance; * Monitor vacations, overtime, payroll, and other routine tasks for staff assigned to the director; * Organize and manage personal and professional travel, including itinerary research, budgeting, ticket issuance, hotel reservations, and logistics; * Provide administrative support to the family, such as scheduling medical appointments and exams, making payments, coordinating domestic services, and handling diverse operational requests; * Manage contracts and payments related to rentals, real estate, and services, controlling adjustments, due dates, and maintenance; * Administer the director's calendar, appointments, reminders, and meetings, prioritizing and triaging requests; * Interface with accounting firms, banks, suppliers, and service providers to ensure continuous information flow; * Resolve routine and emergency issues autonomously, swiftly, and with a high degree of responsibility; * Maintain strict confidentiality and discretion regarding all personal and professional information of the director. **REQUIREMENTS:** * Basic knowledge of personal and administrative finance (accounts, cash flow, control, deadlines); * Fundamental understanding of accounting and taxation (bank slips, invoices, taxes, documents); * Proficiency in Microsoft Office (Excel, Word, Outlook) and digital tools; * Familiarity with organizing construction and renovation projects; * Knowledge of payroll, vacation management, and labor obligations; * Intermediate English proficiency; * Bachelor’s or technical degree in Administration, Secretarial Studies, Business Management, Management Processes, or related fields; **WORK SCHEDULE:** Monday to Thursday, 8:00 AM to 6:00 PM; Friday, 8:00 AM to 5:00 PM Minimum Education Level: Bachelor’s Degree * Meals provided on-site * Medical Assistance * Dental Assistance * Meal or Food Allowance * Transportation Allowance