Tech Stack

Description

You will manage calendars, travel, and communications for 3-4 leadership team members while overseeing the smooth operation of the New York office environment. This role requires a proactive, organized individual capable of anticipating needs, managing multiple priorities, and handling both executive and office management duties with discretion and professionalism.

Requirements

• Availability to work at the New York office 5 days a week (9 am to 5 pm typically)
• 3+ years of experience as an Executive Assistant and/or Office Manager
• Strong verbal and written communication skills in both Portuguese and English
• Proficiency with office management and meeting scheduling software, including Google Calendar, Gmail, and Google Meets

Responsibilities

• Manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties
• Oversee office maintenance and liaise with property management, safety/security, janitorial staff, internet and audio/visual services, and various vendors to ensure a well-stocked, clean, and functional workspace
• Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands
• Greet clients and internal/external visitors, promptly addressing or directing inquiries
• Assist in organizing, scheduling, and executing onsite events
• Handle incoming and outgoing phone calls, both internal and external
• Coordinate and manage the calendars of leadership team members, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives
• Proactively anticipate scheduling conflicts and make necessary adjustments to optimize leadership team members' time and availability
• Arrange travel accommodations and itineraries for leadership team members, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency
• Request to stakeholders meeting agendas, briefing materials, and necessary documentation for leadership team members' engagements, ensuring they are well-prepared and equipped for each interaction
• Serve as a liaison between the leadership team members and internal/external stakeholders, managing communication and correspondence efficiently and professionally
• Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures
• Ensure strict confidentiality at all times