Executive Assistant

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Executive Assistant based in Brazil. We are seeking a highly proactive, resourceful, and organized Executive Assistant to support the executive team of a fast-growing AI technology company. In this remote role, you will help streamline daily operations, coordinate schedules, and ensure that priorities and deadlines are managed effectively. You will take ownership of administrative tasks, information management, and operational coordination, helping the leadership team stay focused on strategic goals. The ideal candidate is a hands-on problem solver who anticipates needs, follows through on commitments, and works independently with minimal supervision. This opportunity offers exposure to a fast-paced, international startup environment where initiative, accountability, and clear communication are highly valued. The position is structured as a part-time engagement with approximately 10 hours per week, aligned with Pacific Time business hours.

Executive Support and Calendar Management: Coordinate meetings, manage calendars, resolve scheduling conflicts, and support the executive team's daily administrative needs to ensure smooth operations. Information and Documentation Management: Collect files, updates, and information from multiple stakeholders, consolidating them into organized, accessible resources that support efficient decision-making. Task and Deadline Coordination: Follow up on outstanding tasks, missing information, and pending deliverables, proactively communicating with stakeholders to keep projects moving and ensure deadlines are met. Office and Vendor Coordination: Liaise with building management, vendors, and service providers to resolve office-related issues, arrange repairs, and maintain a functional working environment. Supplies and Facilities Management: Order office supplies, snacks, and other essentials while coordinating cleaning services, maintenance, and related operational requirements. Independent Problem-Solving: Research solutions, identify the appropriate resources, and take responsibility for tasks from initiation to completion without requiring step-by-step guidance. Proactive Operational Support: Anticipate the executive team's needs, identify potential issues before they escalate, and manage ad hoc administrative and operational requests as business priorities evolve. Requirements Previous experience as an Executive Assistant, Virtual Assistant, Operations Assistant, Administrative Coordinator, or in a similar administrative or operational support role. Experience supporting US-based companies, particularly AI startups, is a strong advantage, including familiarity with their communication styles, working practices, and fast-paced environments. Excellent organizational and time-management skills, with the ability to manage multiple priorities, maintain attention to detail, and consistently follow through on commitments. A strong bias toward action, demonstrating initiative, accountability, and the ability to independently drive tasks to completion. Excellent written and verbal English communication skills, with the confidence to interact professionally with different stakeholders and follow up persistently while maintaining respectful working relationships. Strong problem-solving skills, resourcefulness, and sound judgment when handling unexpected challenges with minimal supervision. Proficiency with productivity and collaboration tools, including Google Workspace, calendars, spreadsheets, and communication platforms. Discretion and professionalism when handling confidential information and sensitive executive matters. Flexibility and willingness to take on a broad range of responsibilities, from routine administrative tasks to emerging operational needs. Availability to work approximately 10 hours per week, with the flexibility to accommodate business needs and the ability to align with Pacific Time (PT) working hours. Benefits Remote flexibility: Work remotely from Brazil without the need to commute to an office. Part-time engagement: Approximately 10 hours per week, equivalent to around 40 hours per month. Flexible compensation: Fixed monthly compensation based on experience, location, and the scope of the engagement. International exposure: Work closely with an executive team in a fast-growing, US-focused AI technology environment. Meaningful impact: Take ownership of essential administrative and operational processes while helping leadership operate more efficiently. Professional growth: Develop organizational, communication, and operational skills while gaining exposure to a rapidly scaling technology business. Autonomy and ownership: Enjoy the opportunity to take initiative, solve problems independently, and directly contribute to business operations.