Executive Virtual Assistant, AI

This is a fully remote position, open to applicants in Brazil.

📋 Description

• Oversee the professional calendar by coordinating meetings, consultations, mentoring sessions, speaking engagements, and other commitments while ensuring there are no scheduling conflicts.

• Prepare, format, and organize business proposals, presentations, and various documents.

• Assist in the organization of speaking engagements and events, which includes contacting clients, registering vendors, and scheduling briefing meetings.

• Follow up with clients, contacts, partners, and administrative requests as needed.

• Organize and filter emails, messages, and requests, prioritizing tasks and tracking outstanding items.

• Aid in managing mentoring programs by centralizing communication with participants and volunteers.

• Develop checklists, monitor deadlines, and ensure activities are progressing as intended.

• Coordinate flight bookings and manage other aspects of business travel.

• Handle the issuance of invoices and other administrative documents in collaboration with the relevant parties.

• Utilize artificial intelligence tools and implement automations to enhance the efficiency of recurring tasks.

⛳️ Requirements

• Prior experience as a virtual assistant, executive assistant, or in comparable administrative positions.

• Practical experience with artificial intelligence and automation tools used for administrative functions.

• Exceptional organizational abilities, meticulous attention to detail, and the capacity to handle multiple priorities.

• Strong written and verbal communication skills for effective interaction with clients, partners, and program participants.

• Ability to work autonomously, foresee needs, resolve issues, and follow up on tasks without requiring continual supervision.

• Brazilian nationality and fluency in Portuguese.

• Proficiency in English.

• Experience in supporting consultants, mentors, or professional services firms.

• Background in organizing speaking engagements, events, or mentoring programs.

🏝️ Benefits

• Work arrangement: 100% remote

• Work schedule: 20 hours per week