Bilingual Executive Assistant

Position Title: Bilingual Executive Assistant
Location: São Paulo
Reports to: VP & General Manager Brazil

Position Summary

Provide high-level executive and administrative support to the VP & General Manager Brazil, managing priorities, agenda, travel, meetings, communications and events. This role requires discretion, strong organizational skills, business acumen and the ability to work effectively with senior stakeholders in a multinational environment.

Key Responsibilities

Executive Support & Calendar Management

• Manage a complex executive calendar, coordinating local, regional and global priorities.
• Prioritize meeting requests, resolve conflicts and anticipate executive needs.
• Support efficient decision-making through effective time and priority management.

Meetings & Governance

• Coordinate leadership meetings, business reviews, customer meetings and town halls.
• Prepare agendas, presentations, minutes and action trackers.
• Follow up on key deliverables and ensure timely execution of agreed actions.

Travel & Expense Management

• Coordinate domestic and international travel, including itineraries, accommodations and logistics.
• Manage travel changes and urgent requests as needed.
• Process expense reports and ensure compliance with company policies.

Communications & Stakeholder Management

• Act as a key liaison between the executive, leadership teams, internal functions and external stakeholders.
• Draft and review communications, presentations and business correspondence in Portuguese and English.
• Handle confidential information with professionalism and sound judgment.

Events & Administrative Support

• Coordinate executive visits, leadership offsites, town halls and corporate events.
• Manage vendors, budgets, logistics and event execution.
• Support purchase requests, invoices, reports and other administrative processes.
• Identify opportunities to improve efficiency through process simplification and technology.

Qualifications

• Bachelor’s degree in Business Administration, Communications, International Relations, Languages or related fields.
• 8+ years of experience supporting senior executives.
• Experience supporting Vice Presidents, General Managers or C-level leaders.
• Background in multinational and matrix organizations.
• Proven experience managing executive calendars, travel, events and senior stakeholder interactions.
• Fluent English required; Spanish is a plus.
• Advanced Microsoft 365 skills (Outlook, Teams, PowerPoint, Excel and Word).
• Strong organizational, communication and problem-solving skills.

Preferred Qualifications

• Experience in consumer goods, retail, commercial or manufacturing environments.
• Support for executives with Brazil, LATAM or global scope.
• Experience coordinating leadership meetings, offsites and large corporate events.
• Familiarity with project tracking tools, AI productivity solutions and process improvement initiatives.