Senior Executive Assistant jobs at Palo Alto in Brazil, São Paulo

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Your Impact

• Engage in complex communication and calendar management at the executive level including:
• Drive and track executive-level communication activities, such as (but not limited to) - All Hands events, round tables, focus group meetings and skip-level meetings
• Own communication event calendars
• Support the preparation of presentations and team communications
• Anticipate potential conflicts (i.e., schedule issues, critical meetings, location issues) and raise to address/resolve in advance whenever possible
• Collaborate with cross-functional teams on key programs and events, generating business reports on an ad-hoc basis
• Partner to support team well-being activities and events
• Support direct staff of LATAM President on ad-hoc basis as needed
• Coordinate travel arrangements, including flights, transportation, lodging and prepare and submit expense reports
• Organize and assist with online, hybrid and in-person events and large team meetings (e.g., team dinners, leadership off sites, All Hands, and training)
• Manage team distribution lists and reporting structure changes on internal systems
• Monitor and review team purchase orders, and team expense reports, prior to manager approval (and/or act as proxy approver when needed)
• Support systems, access, location and IT needs for managers and new employees
• Provide project and presentation support as needed
• Responsible for ordering materials, catering, giveaways, and supplies as needed
• Work closely with the executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Use discretion, confidentiality, and good judgment to handle Senior level matters

Your Experience

• 10+ years of experience working at an Executive Assistant level supporting Senior Leadership

• Exhibits confidence, composure and professionalism in a fast-paced environment

• Experience supporting executives within the Technology sector is a plus

• Bi-lingual English and Portuguese required, Spanish a plus

• Proficiency in Google Suite, Concur, What’s App, Workday and Slack applications is preferred

• Experience using Workday is preferred

• Proven ability to always maintain a high level of integrity and confidentiality

• Excellent writing and communication skills, experience executing communications plans is preferred

• Exceptional organization, prioritization, multi-tasking and time management skills

• A proactive and assertive approach to managing tasks and responsibilities

• Ability to solve problems and think quickly under pressure

• Work effectively as a team player in a collaborative environment as well with EA peers and members of the greater organization

• Be comfortable working in a fast-paced, deadline driven environment

• Positive attitude and highly professional demeanor and a sense of humor are helpful

• Proactive approach to recognizing needs, anticipating issues, and solving problems

• Ability to think creatively, function independently and work proactively in a fast-paced environment

• Handle complexity and demands with a sense of urgency, drive and passion

All your information will be kept confidential according to EEO guidelines.