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Executive Assistant with UFC in Sao Paulo

UFC jobs
Sports Jobs in Sao Paulo
Administration/General Management: Administrative/Executive Assistant
Position Summary:
The Executive Assistant provides all aspects of direct support/assistance to assigned executive. This position has access to and regularly works with information of a sensitive, confidential, strategic, and critical nature requiring considerable discretion, independent judgment, tact and diplomacy. This position also requires above-average interaction with other senior management personnel and therefore requires a professional attitude and strong interpersonal communication skills.

This position is located in São Paulo, Brazil
1.      Manages a busy and complex calendar, and proactively partners with the assigned executive(s) to keep him/her on schedule.
2.      Uses sound judgment and carefully ascertains the nature of incoming phone calls, accurately records messages, addresses issues independently, and transfers calls as necessary. Follows up with callers regarding information requests.
3.      Manages the workflow of assigned executive(s), including meetings, correspondence, milestone events. Helps organize critical work projects, and proactively prioritizes and partners with assigned executive(s) to ensure all objectives are addressed and handled in a timely manner.
4.      Communicates in person and through correspondence with high level contacts inside and outside the company, such as vendors, customers, and senior leaders.
5.      Works with other members of internal departments as requested to promote departmental objectives.
6.      Composes, types, and prepares correspondence, memos, presentations, confidential materials, etc. of the highest quality.
7.      Schedules and coordinates meetings or other events as directed by assigned executive(s).
8.      Prepares PowerPoint presentations for meetings or other events as directed by assigned executive(s).
9.      Coordinates directly, or in conjunction with Travel department, travel arrangements including flights, hotels, and car services as requested and creates itineraries, including all confirmations and contact information for flights, hotel and transportation. Updates itineraries and checks for new information pertaining to travel.
10.  Maintains manuals, policy and procedure files, etc. in applicable format.
11.  Prepares expense reports for assigned executive(s) as requested.
12.  Files correspondence and other records.
13.  Coordinates transmission of information with other users/suppliers.
14.  Makes copies of correspondence and other materials.
15.  Ensures adequate office supplies and processes order requests for additional supplies as needed.
16.  Runs errands as requested by assigned executive(s).
17.  Performs other tasks, projects, and responsibilities as assigned.
Skills & Experience:
1.      Excellent command and highly proficient in spoken and written English and Portuguese
2.      High School diploma or GED required. College degree required. 
3.      Minimum of 3 years of experience as an assistant within a fast-paced organization. 
4.      Outstanding organization, prioritization, analytical, and anticipatory skills.
5.      Solid project management and problem-solving skills.
6.      Ability to be internally inspired to perform a task to the best of one’s ability using his/her own drive or initiative. 
7.      Must be flexible and responsive to evolving and changing business environment.
8.      Ability to communicate effectively, verbally and in writing with individuals in all levels of the organization, but particularly with members of the highest level of the organization. 
9.      Ability to work independently and thrive in a multi-task, fast-paced environment.
10.  Excellent organizational skills.
11.  Excellent attention to detail.
12.  Ability to maintain confidential information.
13.  Knowledge and ability to work in Microsoft Excel, Word, PowerPoint, and Outlook, and the ability to learn other basic computer programs.
Endeavor is an equal opportunity employer committed to a diverse and inclusive work environment. 

Job Questions:

  1. How did you hear about this job?

  2. We are seeking candidates who currently live in the region. Do you meet this qualification?

  3. Are you proficient in English and Portuguese?