We are looking for...
Open position
Technical executive assistant (m/f)
We’re looking for a professional with a bachelor’s or master’s degree in Social Sciences (equivalent experience will be accepted) who will:
- Provide a broad range of high-level, specialised executive support;
- Handle a broad range of complex inquiries, issues, and confidential materials;
- Exercise originality in developing methods and processes to resolve recurring or unusual circumstances;
- Work independently on various complex assignments, generally critical and confidential, exercising sound judgment and applying advanced knowledge, skills, policies and procedures.
Job Description: Executive Support Services
- Provides various complex and confidential executive support by managing a wide range of administrative processes and projects, establishes work priorities, and creates documents, including letters, memorandums, manuals, marketing and business development reports, charts and graphic presentation materials;
- Serves as an executive liaison and ensures executive leader is apprised of ongoing issues, inquiries, and requests; facilitates coordination opportunities and provides a status of outstanding project deadlines. Attends meetings, develops meeting notes and tracks actionable deliverables as needed;
- Creates and prepares specialised or complex reports, summaries, or replies to queries, selecting relevant information from different sources. Prepares graphs, tables, spreadsheets or other complex graphics for meeting agendas and other presentations;
- Creates and prepares specialised or complex reports, summaries, or replies to queries, selecting relevant information from different sources. Prepares graphs, tables, spreadsheets or other complex graphics for meeting agendas and other presentations;
- Manages various projects, working independently on the creation of documents, prioritising needs, and maintaining strong interpersonal relationships;
- Performs information management functions, including maintaining databases and software; requests equipment and software installation and maintenance; and may produce standard and ad hoc reports;
- Mentors and fosters a constructive learning environment that supports interns and new teammates in building confidence in their skills, knowledge, and abilities;
- Manages calendars and departmental schedules; coordinates complex scheduling and logistics for meetings, conferences, and events; provides support by establishing travel, lodging, event arrangements, equipment or reservations as necessary;
- Receives and screens calls, messages, mail and email communications, and visitors. Refers to and answers inquiries as appropriate procedures and policies relating to departmental functions.
Compliance
- Maintains the strictest confidence of all information and protects all data and information from accidental, intentional, or inappropriate disclosure;
- Performs all duties in compliance with department standards, policies, and procedures, as well as local, state and federal regulatory agencies to deliver the highest level of patient privacy and care;
- Retains and completes mandated continuing education requirements to meet departmental and facility needs.
Skills and knowledge
- Outstanding writing skills, including the ability to compose effective communications to audiences within and outside the organisation;
- Stellar verbal communication skills, namely speaking and listening effectively to various audiences within and outside the organisation;
- Well-developed time management and organisational skills, including prioritising assignments and working within standardised policies and procedures to achieve objectives and meet deadlines;
- Advanced skills in software applications, including Microsoft Office Suite (Word, Excel and Outlook), internet search, and related information systems;
- Exceptional aptitude for interpreting data and instructions in written, oral, diagram, or schedule form;
- Remarkable ability to prioritise assignments and work within standardised policies and procedures to achieve objectives and meet deadlines;
- Dual capacity to work independently and be part of the team, including accomplishing multiple tasks in an environment with interruptions;
- Ease in identifying, evaluating, and solving everyday problems by selecting appropriate solutions from established options;
- Capable of building collaborative relationships with peers and other staff members to achieve corporate objectives;
- Proficiency in Portuguese, English and Spanish.
If you are interested in this opportunity, please fill out the questionnaire and upload your CV on this application form.