Executive Assistant

<h3>Accountabilities</h3><li>
<strong>Executive Support and Calendar Management:</strong>Coordinate meetings, manage calendars, resolve scheduling conflicts, and support the executive team's daily administrative needs to ensure smooth operations.</li><li>
<strong>Information and Documentation Management:</strong>Collect files, updates, and information from multiple stakeholders, consolidating them into organized, accessible resources that support efficient decision-making.</li><li>
<strong>Task and Deadline Coordination:</strong>Follow up on outstanding tasks, missing information, and pending deliverables, proactively communicating with stakeholders to keep projects moving and ensure deadlines are met.</li><li>
<strong>Office and Vendor Coordination:</strong>Liaise with building management, vendors, and service providers to resolve office-related issues, arrange repairs, and maintain a functional working environment.</li><li>
<strong>Supplies and Facilities Management:</strong>Order office supplies, snacks, and other essentials while coordinating cleaning services, maintenance, and related operational requirements.</li><li>
<strong>Independent Problem-Solving:</strong>Research solutions, identify the appropriate resources, and take responsibility for tasks from initiation to completion without requiring step-by-step guidance.</li><li>
<strong>Proactive Operational Support:</strong>Anticipate the executive team's needs, identify potential issues before they escalate, and manage ad hoc administrative and operational requests as business priorities evolve.</li><h2>Requirements</h2><li>Previous experience as an Executive Assistant, Virtual Assistant, Operations Assistant, Administrative Coordinator, or in a similar administrative or operational support role.</li><li>Experience supporting US-based companies, particularly AI startups, is a strong advantage, including familiarity with their communication styles, working practices, and fast-paced environments.</li><li>Excellent organizational and time-management skills, with the ability to manage multiple priorities, maintain attention to detail, and consistently follow through on commitments.</li><li>A strong bias toward action, demonstrating initiative, accountability, and the ability to independently drive tasks to completion.</li><li>Excellent written and verbal English communication skills, with the confidence to interact professionally with different stakeholders and follow up persistently while maintaining respectful working relationships.</li><li>Strong problem-solving skills, resourcefulness, and sound judgment when handling unexpected challenges with minimal supervision.</li><li>Proficiency with productivity and collaboration tools, including Google Workspace, calendars, spreadsheets, and communication platforms.</li><li>Discretion and professionalism when handling confidential information and sensitive executive matters.</li><li>Flexibility and willingness to take on a broad range of responsibilities, from routine administrative tasks to emerging operational needs.</li><li>Availability to work approximately 10 hours per week, with the flexibility to accommodate business needs and the ability to align with Pacific Time (PT) working hours.</li><h2>Benefits</h2><li>
<strong>Remote flexibility:</strong>Work remotely from Brazil without the need to commute to an office.</li><li>
<strong>Part-time engagement:</strong>Approximately 10 hours per week, equivalent to around 40 hours per month.</li><li>
<strong>Flexible compensation:</strong>Fixed monthly compensation based on experience, location, and the scope of the engagement.</li><li>
<strong>International exposure:</strong>Work closely with an executive team in a fast-growing, US-focused AI technology environment.</li><li>
<strong>Meaningful impact:</strong>Take ownership of essential administrative and operational processes while helping leadership operate more efficiently.</li><li>
<strong>Professional growth:</strong>Develop organizational, communication, and operational skills while gaining exposure to a rapidly scaling technology business.</li><li>
<strong>Autonomy and ownership:</strong>Enjoy the opportunity to take initiative, solve problems independently, and directly contribute to business operations.</li>