Executive Administrative Partner

São Paulo/SP or Porto Alegre/POA, Brazil

Who We Are

WillowTree/ Poatek is an award-winning digital product agency driven by innovation and grounded in strategy and user-centered design. We create long-term partnerships with the world’s leading brands to build and design digital flagship products crucial to our clients’ business needs. We’re one of the largest independent digital firms in the US and some of our clients include HBO, National Geographic, Hilton, Anheuser-Busch, PepsiCo, and more! Check out what others are saying about us.

Location & Flexibility

This is a hybrid role. This model requires the ability to work in a hybrid mode from one of our offices in São Paulo (2 times/ week or 8 days/ month) or Porto Alegre (3 times/ week or 12 days/ month). 

The Opportunity

As an Executive Administrative Partner, you will support C-Suite executives to ensure alignment on priorities and deliverables, while ensuring the smooth execution of day-to-day administrative operations. You are a force multiplier – by anticipating needs and identifying potential problems before they arise, you enable your executives and other team members to do more with their time. In addition to being organized and analytical, you possess strong business judgment and excellent communication skills.

Responsibilities

• Manage multiple executive schedules, identifying friction points, conflicts, and opportunities to improve time management 
• Collaborate across the Office Operations, IT, Legal, Finance, Employee Experience, and other enablement functions to execute organizational priorities, support client visits and key onsites, and suggest and implement process improvements
• Work both independently and interdependently and navigate shifting priorities as needed
• Support your Executive’s initiatives and goals by tracking progress, coordinating logistics, corresponding with stakeholders, and unblocking areas of ambiguity
• Create travel arrangements, itineraries, and monthly expense reports
• Become a trusted member of the team and advisor to your executive, handling confidential information with care and discretion
• Identify the need beneath the ask– anticipate issues, understand priorities, and align expectations with your Executive on a regular basis

Qualifications/Skills

• Bachelor Degree in Executive Secretariat, Business Administration or related field;
• 4 years with executive administrative experience, supporting C-Levels;
• Fluent English and Portuguese skills - including written, verbal, and presentation;
• Proficiency with G-Suite (including Google Calendars) and Office 365 software.
• Proactive, helpful, can-do attitude. You get a kick out of taking care of things the right way the first time.
• Feel comfortable managing multiple priorities and ambiguity.
• Exceptional organizational skills. You are one of those people who says, "I'll take care of it" and everybody knows that you will.
• Ability to function well in a fast-paced environment.
• Bonus points for experience managing events or booking logistics associated with travel.
• This role is open to our São Paulo or Porto Alegre office.

• Flexible hours and autonomy
• Work with cutting edge technologies
• Partner with global and relevant brands in the market
• Collaborative team and learning ecosystem
• Career development plan & growth
• International travel opportunities (optional)

• Health and dental plan
• Life insurance
• Monthly voucher for meals, culture, education, health and mobility
• Child care assistance and more!

If you love IT as much as we do, we look forward to meeting you!

Equality is a principle here at Poatek. We are committed to building an inclusive team that represents a variety of backgrounds, perspectives, beliefs, and experiences. Therefore we provide equal employment opportunities to all employees and applicants regardless of race, color, religion, gender identity, sexual orientation, national origin, age, or disability.

We will only use the information you provide to process your application and to produce tracking statistics. Since we do not request personal data deemed sensitive, we ask you to abstain from sharing that information with us.

For more information on how we use your information, see our Privacy Policy.

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