Executive Assistant

N5X

Executive Assistant providing direct support to the high management at N5X. Managing complex scheduling and ensuring effective communication within a dynamic environment.

Posted 5/16/2026full-timeSão Paulo • 🇧🇷 BrazilMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Understand the priorities and objectives of senior management, supporting alignment of the executive calendar with strategic demands and business pace
Manage a complex calendar with multiple internal stakeholders, triaging requests, setting priorities and anticipating conflicts
Plan, organize and manage meeting logistics (invitations, rooms, links, pre-reading materials, agendas, recording decisions and action items), ensuring cadence and effectiveness
Prepare, review and standardize executive materials and presentations (slides), consolidating information from different areas and ensuring clarity and consistency
Track deadlines, deliverables and outstanding items agreed in executive forums, proactively following up with responsible teams
Coordinate travel and events (flights, accommodation, transfers, expense reimbursements and executives' schedules), ensuring organization and attention to detail
Serve as focal point for communications and requests directed to senior management, ensuring prompt responses, professional demeanor and confidentiality
Support organization of documents, contracts and sensitive information, maintaining version control and easy access
Propose process improvements and simple automations to increase efficiency (routines, templates, checklists and tracking reports)
Support administrative routines to ensure smooth office operations (organization, maintenance, guiding cleaning services and minor repairs), with attention to deadlines and established standards
Handle and triage internal requests, recording demands, prioritizing by criticality and following through to completion
Support day-to-day infrastructure logistics (room booking, liaison with the WeWork team, supplies, access), ensuring availability and a good experience
Manage and organize inventory and supplies (office supplies, kitchen, cleaning supplies), conducting basic quotes, ordering, receiving and restocking as needed

Requirements

What you’ll need

Degree in Business Administration, Executive Secretariat, Languages or related fields
Fluent English (verified)
Previous experience as an Executive Assistant, providing direct support to senior management
Excellent organizational skills, discretion and a strong sense of priority to handle sensitive information and simultaneous requests
Proficiency with productivity tools (Google Workspace): calendar, email, documents, spreadsheets and presentations
Experience managing complex schedules, organizing meetings and supporting the preparation of presentations and reports.

Benefits

Comp & perks

Bonus: Up to 2 months' salary per year
Work model: Hybrid - 3 days in the office per week, attendance at in-person team rituals (currently quarterly), in-person meetings with stakeholders and events
Meal Allowance (Vale Refeição): R$ 43.68 per workday
Food Allowance (Vale Alimentação): R$ 832.00 per month
Transportation Allowance (Vale Transporte): Round trip for in-office days with no payroll deduction
Health plan: SulAmérica with copayment for the employee and eligible dependents - children and spouse
Life insurance: MetLife
Childcare assistance: Reimbursement of up to 40% of the standard salary for children up to 24 months and 35% for ages 24 to 71 months
Financial assistance for employees with children with disabilities: Amount equivalent to 50% of the standard salary

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

calendar managementmeeting logisticspresentation preparationdeadline trackingtravel coordinationdocument organizationprocess improvementinventory managementsensitive information handlingevent planning

Soft Skills

organizational skillsdiscretionattention to detailcommunicationprioritizationproblem-solvingprofessional demeanorconfidentialityproactive follow-upmultitasking

Certifications

Degree in Business AdministrationDegree in Executive SecretariatDegree in Languages