Executive & Personal Assistant Manager

São Paulo Permanente
  • Fluency in English mandatory
  • Proven experience as Personal and Executive Assistant supporting high management

Sobre nosso cliente

Our client is one of the most traditional American school of São Paulo.


As the Superintendent Assistant:

  • Complete a wide variety of general administrative tasks that facilitate the Superintendent's ability to lead and support the organization effectively;
  • Schedule appointments and maintain the Superintendent's calendar up to date;
  • Work together with the Superintendent defining priorities making them happen;
  • Organize and plan meetings, including any preparation (coffee breaks, room setup, sound system, projectors; etc.);
  • Coordinate Senior Leadership Team meetings, dinners, cocktails and retreats for the leadership team, parents, teachers, and visitors;
  • Arrange and handle all logistics for Board Meetings and Committees;
  • Schedule and organize materials to the Assembleia Geral Ordinária e Extraordinária with the Founding Companies;
  • Keep the Board Website updated with all meeting materials and files required by the law;
  • Act as an office manager and reference source, maintaining the safety, organization and cleanliness of the work area;
  • Replenish the Front Office and Superintendent's office supplies;
  • Interact courteously and professionally with guests, parents, faculty/staff, and students who come in to contact the Superintendent;
  • Edit documents from the Superintendent accurately and confidentially;
  • Order School's Presidential Education Awards;
  • Translate meeting and documents;
  • Pay invoices, manage the budget and financial materials to maintain accurate records;
  • Make travel arrangements coordinating flight, hotel, and any other reservations for the Superintendent's trips and/or guests;
  • Contact new parents asking for feedback, providing a bridge for smooth communication between parents and the Superintendent, demonstrating consideration to maintain our credibility, trust, and support;
  • Choose options of gifts for the leadership, employees, important visitors, board members leaving the board and others, arranging their purchase and delivery;
  • Issue the document Certidão de Utilidade Publica, ensuring the school's tax immunity;
  • Collect all the information requested by the US consulate for the Grants Report;
  • Renew memberships;
  • Assist the superintendent in issuing and paying general bills, making doctor appointments, arranging personal trips and events when needed, general Portuguese support, and any other request for him or his family.

Executive Assistant Manager:

  • Implement departmental strategies and action plans with departmental assistants, which are in alignment with the organizational strategy;
  • Define the roles and responsibilities of each assistant according to the department's needs and every director's needs;
  • Plan, develop and implement formal training plans for assistants, ensuring that all standards are being adhered to by training, supporting, and supervising their performance;
  • Interview and recruit assistants;
  • Facilitate assistants meetings providing strategic ideas and solutions to deal with possible challenges;
  • Support every assistant & principal individually according to their needs.

Perfil desejável

Hard Skills:

  • Fluent in spoken and written English and Portuguese - others languages;
  • Previous experience as Personal Assistant;
  • Complete Higher Education - Administration, Executive Secretarial, or related areas;
  • Proven experience as an executive assistant or other relevant administrative support experience supporting C-Level or senior management;
  • Experience planning events;
  • Experience with Board of Directors;
  • Experience with foreigners.

Soft Skills:

  • Outstanding organizational and time management skills;
  • Impeccable attention to detail and professionalism;
  • Communication skills: ensure all colleagues are aware of the goals and objectives and maintaining good relationships among colleagues and leadership;
  • Manage and prioritize multiple tasks simultaneously, planning and responding to work with urgency meeting deadlines.
  • Excellent verbal and written communication skills;
  • Maintain a high level of integrity and discretion in handling confidential information;
  • Professionalism, including a positive demeanor, flexibility, diplomacy, availability, punctuality, and adaptability;
  • Willingness to take on additional responsibilities;
  • Ability to switch gears at a moment's notice making effective decisions to situations that require a quick response;
  • Ability to work independently and also to be a team player.

O que está sendo ofertado

  • Fixed salary
  • Transport vouchers
  • Health Assistance
  • Dentist Assistance
  • Life Insurance
  • Supermarket Vouchers
  • Cafeteria
  • Pharmacy Assistance
  • Parking
  • Gym at school
  • Private Pension

We evaluate candidates equally for all, regardless of race, creed, gender identity, nationality, sex, age, marital status, social origin, or disability.

See also our page on diversity:


Fernanda Assunção
Referência da Vaga

Resumo da vaga

Secretariado & Business Support
Assistente administrativa
Business Services
São Paulo
Tipo de contratação
Nome do consultor
Fernanda Assunção
Referência da vaga