Executive Assistant

Your day to day:

• Manage Practice schedules and calendars, including meeting coordination and scheduling.
• Coordinate internal and external meetings (pre-meeting, meeting, post-meeting), including logistics (technology, catering, scheduling), drafting agendas, preparing meeting materials, and coordinating other details to ensure leadership is fully prepared.
• Attend meetings, take detailed notes, create and distribute minutes, and proactively ensure follow-through on action items.
• Make domestic and international travel arrangements, generate detailed itineraries, and ensure all necessary international travel documentation is current.
• Assist executives with expense tracking, reporting, and account reconciliation.
• Work closely with executives to create, manage, and submit work proposals.
• Work closely with practice leadership and the Accounting & Finance Department to draft and send engagement letters, prepare client invoices (including compilation and review of time records, coordinating pass-through and third-party costs, incorporating expenses, and drafting cover letters); generate time reports for engagement teams, update project budgets, assist with accounts receivable, billings, invoices, etc., and track and monitor practice expenses.
• Proactively review select executives’ email and incoming mail.
• Draft well-written, concise, accurate, and tailored correspondence, including emails, letters, and other communications.
• Occasionally proofread reports or other communications drafted by others.
• Work proactively with the Sales Team on business development activities.

What you bring:

• Fully bilingual (read, write and speak) English & Portuguese (non negotiable)
• Minimum 7-10 years in an Executive Assistant role
• 3+ years working with senior management, preferably in a fast-paced, high-growth professional services environment.
• Undergraduate degree preferred.
• Exceptional oral and written communication skills.
• Proactive with creative problem-solving ability.
• Function well within a team; initiate and maintain positive team relationships, receptive to others’ input and ideas.
• Excellent interpersonal skills; ability to interact and establish rapport with individuals at all levels, including strong personalities.
• Advanced organizational and administrative skills with keen attention to detail.
• Strong project management skills with ability to see projects through to completion.
• Exceptional multi-tasker who thrives on juggling multiple priorities/ongoing projects.
• Advanced working knowledge of Microsoft Office (PowerPoint, Excel, Word, Outlook).
• Honest, trustworthy, and diplomatic, with ability to handle sensitive materials and issues.

Nice to haves:

• Salesforce experience