Role Overview
The Personal Assistant (PA) will provide high-level administrative, organizational, and personal support to a senior executive and, when required, to the executive's family. This role requires absolute discretion, strong organizational skills, cultural sensitivity, and the ability to manage both professional and personal matters seamlessly.
The ideal candidate is bilingual in English and Portuguese, proactive, detail-oriented, and comfortable operating in fast-paced, international environments.
Key Responsibilities
Executive & Administrative Support
- Manage daily administrative processes, correspondence, and documentation.
- Organize calendars, meetings, travel arrangements, and logistics.
- Prepare reports, presentations, and briefing materials as required.
- Coordinate with internal teams, service providers, advisors, and external stakeholders.
- Handle confidential information with the highest level of discretion and professionalism.
Visitor & Event Coordination
- Organize visits for business and personal guests.
- Coordinate logistics for meetings, dinners, and social engagements.
- Support dinner design and hosting, including venue selection, reservations, guest coordination, and liaison with chefs, caterers, or service staff.
- Ensure all arrangements reflect the executive's preferences and standards.
Personal & Family Support
- Provide advisory and operational support related to:
- School selection, admissions processes, and coordination with educational institutions.
- Public and private services (visas, residency, licenses, utilities, healthcare appointments, banking coordination, etc.).
- Manage appointments and personal schedules for the executive and family members.
- Support relocation-related activities when required.
Public & Daily Necessity Activities
- Coordinate interactions with public authorities and service providers.
- Manage household-related administrative needs (contracts, renewals, payments coordination).
- Anticipate needs and proactively resolve issues before escalation.
Required Qualifications & Skills
- Fluency in English and Portuguese (written and spoken) mandatory.
- Proven experience as a Personal Assistant, Executive Assistant, or similar role, preferably supporting senior executives or high-net-worth individuals.
- Strong organizational, planning, and multitasking abilities.
- Excellent communication and interpersonal skills.
- High level of discretion, trustworthiness, and professionalism.
- Ability to operate independently and manage multiple priorities.
- Strong attention to detail and problem-solving mindset.
- Comfortable working with different cultures and international environments.
- Proficient in Microsoft Office and digital productivity tools.
Preferred Profile
- Experience supporting both business and family matters.
- Exposure to international mobility, relocation, or expatriate environments.
- Availability for flexible hours when required.
- Background in hospitality, protocol, or concierge services is a plus.
Key Competencies
- Confidentiality & integrity
- Proactivity & ownership
- Cultural awareness
- Time management
- Relationship management
- Executive presence
