Secretária Executiva da Diretoria

• May 2022 - Present

Executive Assistant

• Mar 2021 - Present

Executive Assistant | CEO

• Sep 2015 - Nov 2020

• Provided direct support to the CEO, directors and their respective teams. • Scheduled meetings with clients and keep a follow up. • Managed, coordinated, reminded and maintained professional agenda of the CEO and directors including appointments, meetings and travels. • Planed and organized board meetings and board planning including logistics, recommend meeting dates and dissemination of meeting materials. • Prepared the CEO and directors for all meetings, ensuring that they have all relevant documentation, agenda items, and notes in advance. • Prepared documents such as letters, minutes, forms, spreadsheets and presentations. • Management of contracts, minutes, letters and other documents, checking if they are within the standard to collect signature from Executive Board to file. • Performed payments from suppliers using SAP and other internal system. • Assisted the CEO and directors with professional and personal errands while maintaining discretion regarding confidential matters. • Performed financial and medical reimbursements. • Responsible for organizing CEO and directors travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and all needs. • In charge of controlling the travel expenses of the entire company ensuring cost reduction. • Answering calls from customers, employees, preparing documents and emails using Portuguese, English and Spanish when necessary. • Management of corporate travel cards. • Organized and assisted online events. • Creation of digital marketing campaigns. • Elaboration of content, reports and benchmarking. • Planned and fed a calendar of communication and marketing activities. • Actively participated in the definition of communication and marketing strategies and actions. • Followed the social networks and gave feedbacks. • Updated the Presidency's public agenda on the company's website and on the intranet. Show less

Bilingual Receptionist

• Oct 2012 - Sep 2015

• Answered customers by phone, e-mail and in personally using Portuguese, Spanish, and sometimes English. • Received, sent, and controlled national and international correspondences. • Managed the purchase of office supplies and groceries and controlled the stock of office supplies ensuring the best cost benefit. • Developed, edited, proofed, and distributed documents and materials. • Controlled taxi-cabs vouchers expenses. • Gave complete support on travel arrangements for all company's staff. • Managed travel expenses. • Organized the physical and digital file. • Managed and supervised office boy services. • Responsible for requesting and controlling notary services. • Assisted directors and managers providing logistical support at meetings. Show less

Executive Assistant Intern

• Sep 2010 - Sep 2012

• Assisted the Chief of Marketing Communication Officer. • Prepared and sent general correspondences using Portuguese, English, and Spanish as necessary. • Controlled and arranged appointments. • Answered national and international calls, took notes, and resolved issues that were within my reach. • Managed the contracts. • Performed supplier payments. • Prepared service order (It's a common document in Brazil used to emit internal communication at the company regarding work that needs to be done). • I scheduled domestic and international travels to the CMO. • Controlled the stock of materials and gifts. • Performed vouchers control. • Gave logistical support in meetings. Show less

Office Assistant

• Jul 2009 - Sep 2010

Assisted the founder and all sectors of the company in administrative routines. • Organized the physical and digital files. • Purchased air flight passages to the vessel crews. • Controlled purchase of airline tickets and all travel expenses. • Was responsible for the communication between the vessel crews and the firm through the Autotrac system. • Received and controlled the daily vessels report. • Controlled and updated the documents of the vessels with the Port Authority. Assisted the founder and all sectors of the company in administrative routines. • Organized the physical and digital files. • Purchased air flight passages to the vessel crews. • Controlled purchase of airline tickets and all travel expenses. • Was responsible for the communication between the vessel crews and the firm through the Autotrac system. • Received and controlled the daily vessels report. • Controlled and updated the documents of the vessels with the Port Authority.