Executive Assistant To The Managing Director
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Position Overview
We seek a dynamic Executive Assistant to serve as a high-level thought partner and strategic operator, supporting the Managing Director across administrative, operational, and partnership functions. This role extends beyond traditional EA responsibilities, requiring someone who can anticipate needs, create systems, manage workflows, and execute cross-cutting projects with precision. You'll be instrumental in advancing mission-critical work and maximizing our impact.
Key Responsibilities
1. Executive & Calendar Management
o Manage complex calendar prioritization based on strategic goals
o Schedule and coordinate meetings across multiple time zones
o Prepare briefing documents, agendas, and follow-up notes
o Handle travel logistics for conferences and field visits
2. Communications & Correspondence
o Triage and respond to email and message traffic across accounts
o Draft high-quality communications on behalf of the CEO
o Maintain organized systems for tracking action items and deadlines
3. Document & Workflow Coordination
o Format proposals, presentations, and program materials
o Organize files across Google Drive and Notion
o Create and maintain templates for key documents
o Manage data collection for KPIs and team progress metrics
4. Partnership & Program Support
o Maintain partnership development pipeline in CRM systems
o Prepare backgrounders on prospective partners
o Coordinate program execution for incubators, pilots, and trainings
o Liaise with team members and contractors on project timelines
5. Operations & Team Support
o Manage project dashboards and team workflows
o Support onboarding of new hires and program participants
o Handle administrative tasks including finance workflows
o Proactively identify and propose operational solutions
Qualifications
Required
* 3-7 years' experience as an Executive Assistant, Personal Assistant, Consultant, Executive Coordinator, or Operations Manager
* Exceptional organizational and communication skills
* Fluency in Portuguese and English
* Strong emotional intelligence and reliability
* Familiarity with project management and CRM systems
* Experience working across cultures and time zones
Preferred
* Interest in innovation, equity, health, or global development
* Experience in mission-driven organizations
* Proficiency in Google Workspace, Zoom, Notion, Slack, and Calendly
What We Offer
* Meaningful role driving transformational social impact
* Exposure to global partnerships and cutting-edge innovation
* Flexibility and autonomy with significant growth opportunities
* Collaborative, equity-focused team culture
How to Apply
Interested candidates should submit their resume and a cover letter explaining their interest in this role to ******. Please include "Executive Assistant Application" in the subject line. We are committed to diversity, equity, and inclusion in our hiring practices and encourage applications from candidates of all backgrounds.
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