Administrative Assistant supporting the execution of operations in Facilities Services for LOTS Group. Ensuring organizational functionality and corporate service continuity in São Paulo, Brasil.
About the role
- Administrative Assistant supporting the CEO at Optimatum, a vendor management firm. Managing executive calendars and facilitating communication with internal and external stakeholders.
Responsibilities
- Manage a dynamic, complex executive calendar, proactively prioritizing meetings, resolving conflicts, and anticipating needs.
- Coordinate domestic end to end: flight/hotel bookings, visas (as needed), detailed itineraries, manage team logistics & events.
- Prepare, polish, and deliver presentations (PowerPoint) and analysis (Excel) for internal and external meetings.
- Act as the CEO’s primary point of contact with internal team, clients and partners; exercise judgment and discretion in all interactions.
- Conduct targeted research, compile briefing materials, and draft executive summaries to enable informed decision making.
- Drive follow through on high priority actions and deadlines; track commitments and ensure timely completion.
- Maintain confidential records and organized digital/physical filing systems.
- Plan and support leadership meetings, executive offsites, board sessions, and company events.
- Champion process improvements that enhance efficiency and executive productivity.
- Coordinate cross functional initiatives:, facilitate collaboration, and ensure accountability across teams.
- Partner with the CEO to operationalize priorities, identify blockers early, and drive outcomes in a fast moving environment.
- Draft, edit, and proofread professional communications (emails, memos, announcements) that reflect the CEO’s voice and organizational standards.
- Demonstrate high emotional intelligence in managing sensitive communications and navigating high pressure situations.
- Cultivate strong relationships with internal leaders, clients, vendors, and partners; serve as a trusted representative of the CEO.
- Proficient in Microsoft Suite
- Comfortable with virtual coordination across time zones (Teams); ensure smooth hybrid/remote collaboration.
Requirements
- 10 years of prior administrative experience with at least 5+ years supporting senior executives (C suite preferred) in a fast paced environment.
- Proven expertise in calendar management and organization logistics.
- Exceptional attention to detail, organization, and ability to manage multiple complex tasks simultaneously.
- Self-motivated, proactive, and able to work with minimal direction; demonstrates strong judgment and discretion.
- Polished written and verbal communication skills with experience drafting executive level correspondence.
- Comfortable adapting to changing priorities and learning new tools and processes.
Benefits
- 401(k)
- 401(k) matching
- Bonus based on performance
- Competitive salary
- Dental insurance
- Employee discounts
- Health insurance
- Training & development
- Vision insurance
- Wellness resources
Job title
Job type
Experience level
Salary
Degree requirement
No Education Requirement
Location requirements
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