Executive Assistant

• Research and compare quotes from suppliers
• Attend meetings, take minutes, and follow up on action items
• Manage the director’s schedule, emails, and appointments, including personal commitments
• Arrange travel, documents, and payments
• Serve as the point of contact for suppliers and partners
• Provide direct support to the company director

Executive Assistant to the Executive Director

• Update and swap ad creatives, including text overlays and resizes, in Meta Ads Manager using Canva or CapCut
• Update ad copy across headlines, primary text, and descriptions for multiple client accounts based on instructions and test plans
• Maintain and edit funnels, workflows, automations, pipelines, and email/SMS sequences within GoHighLevel
• Organize and manage multiple client ad accounts and CRM environments using naming conventions, systems, and checklists
• Follow written SOPs and video walkthroughs accurately while maintaining speed and accuracy
• Proactively flag unclear instructions, potential issues, and account inconsistencies
• Support basic reporting by pulling performance screenshots and exporting data as needed
• Participate in a four-stage selection process involving recruiting, technical, cultural fit, and final C-level interviews

Marketing Virtual Assistant – GoHighLevel, Meta Ads Execution

• Provide day-to-day administrative and operational support
• Manage calendars, meetings, follow-ups, documentation, and other administrative activities
• Organize information, maintain accurate records, and ensure tasks are completed on time
• Manage multiple priorities and deadlines independently
• Proactively identify pending tasks and follow up without requiring constant supervision
• Support internal teams with research, coordination, and other operational needs
• Use AI tools daily to improve productivity and efficiency
• Leverage AI for research, content creation, data organization, analysis, and administrative tasks
• Identify opportunities to automate or streamline repetitive processes
• Research and test new AI tools to improve business operations
• Learn and adapt to new software, platforms, and digital tools
• Use technology creatively to solve problems and improve workflows
• Research companies, industries, prospects, and decision-makers
• Support B2B lead generation and prospecting
• Assist with email and LinkedIn outreach campaigns
• Maintain and organize prospect databases and CRM information
• Support lead qualification and follow-up
• Assist with scheduling meetings and coordinating communication with prospects
• Track sales activities and relevant KPIs
• Assist with marketing initiatives and digital campaigns
• Support content research, email campaigns, and marketing communications
• Conduct competitor and market research
• Organize and analyze marketing information
• Support lead generation and other commercial initiatives

Virtual Assistant

• Stay informed about procedures followed by support functions
• Review and validate documentation before forwarding it to the relevant individuals
• Organize and manage the team’s daily schedule, communicating and/or reminding team members of appointments and providing information about important events and dates
• Answer and place calls, relay messages, and follow up on completed and/or pending contacts
• Track charges for telephone calls, taxi vouchers, document delivery and pickup services, vouchers and advances for domestic and international clients, as well as process expense reconciliations
• Track and acknowledge the receipt and dispatch of documents, especially those involving deadlines or complex matters
• Organize internal meetings and team celebrations, arranging facilities and support services
• Format letters, reports, pleadings, powers of attorney, contracts, and correspondence
• Organize and manage contracts and documents for the team, office, and clients
• Organize and prepare travel arrangements, including air tickets, hotels, transportation, roaming, vouchers, currency, visas, and passport renewals
• Assist with processing fee invoices and review, track, and release expense invoices for billing

• Manage calendars, schedule meetings, and coordinate across multiple time zones
• Send reminders and ensure the team is prepared for upcoming commitments
• Resolve scheduling conflicts and handle reschedules efficiently
• Monitor and organize inboxes, flag priority items, and draft responses as needed
• Handle routine correspondence and follow-ups on behalf of the team
• Conduct research on topics, vendors, tools, or opportunities and present findings clearly
• Handle data entry, record keeping, and database maintenance
• Compile information into organized documents, spreadsheets, or summaries
• Coordinate with vendors, service providers, and external contacts
• Manage document organization, filing, and internal record keeping
• Assist with ad hoc projects, logistics, and special requests
• Identify recurring tasks that can be systematized or streamlined and flag them to leadership

• Apoiar o fundador e CEO nas operações profissionais e pessoais, permitindo que ele se concentre em estratégia, crescimento e liderança.
• Gerenciar e otimizar a agenda e a caixa de entrada do CEO, incluindo agendamentos, blocos de foco, acompanhamentos, sinalização de prioridades e respostas adequadas em nome do CEO.
• Manter o alinhamento entre as agendas profissional e pessoal.
• Prestar suporte de escrituração contábil e contabilidade utilizando o QuickBooks.
• Prestar suporte à elaboração e gestão de contratos para conformidade governamental e assistência secundária em marketing.
• Documentar, organizar e aprimorar os fluxos de trabalho e os Procedimentos Operacionais Padrão da empresa no Notion.
• Apoiar os sistemas internos de accountability, acompanhamento de tarefas e delegação entre as operações e a estrutura da equipe.
• Gerenciar a configuração de faturamento de clientes, faturas mensais, comissões e reembolsos.
• Manter registros financeiros digitais precisos e organizados.
• Planejar e gerenciar voos, acomodações, inscrições em conferências, itinerários e um calendário anual com 8 a 9 eventos do setor.
• Atuar como principal elo de comunicação entre o CEO, a equipe interna e parceiros externos.
• Fornecer atualizações e resumos estruturados sobre prioridades, progresso e prazos.
• Apoiar sistemas de time-blocking e produtividade.
• Manter as proteções de cibersegurança e administrar adequadamente o acesso restrito à agenda e ao e-mail.
• Apoiar as operações de gestão de propriedades e executar tarefas no nível de assistente de gestão de propriedades.
• Utilizar Notion, Slack, Google Workspace, Todoist ou plataformas similares, Appfolio e LeadSimple nas operações e na comunicação.
• Comunicar-se por meio de interações diárias no Slack, reuniões semanais de acompanhamento no Zoom e resumos por e-mail.

Executive Assistant – CEO Support, Real Estate Experience

• Manage calendars and coordinate appointments, meetings, and travel arrangements for executives
• Serve as the primary point of contact between executives and internal/external stakeholders
• Use AI tools to help prepare reports, presentations, and correspondence
• Handle confidential information with discretion and professionalism
• Organize and maintain files, records, and documentation using modern digital systems
• Coordinate special projects and support cross-functional teams as needed
• Respond to and prioritize incoming communications on behalf of executives
• Identify opportunities to streamline workflows using AI and automation tools

• Support executives in performing their duties
• Manage information and assist with administrative tasks and meetings
• Schedule and cancel appointments
• Control documents and correspondence
• Assist external and internal clients
• Organize events and travel
• Stay informed about the procedures of support departments
• Review and validate documentation before forwarding it to the appropriate parties
• Organize and manage the team’s daily activity schedule
• Communicate and remind employees about appointments, and provide information about important events and dates
• Answer and place calls, relay messages, and follow up on contacts
• Track charges for telephone calls, taxi vouchers, document delivery and pickup services, vouchers, and advances
• Track and acknowledge the receipt and dispatch of documents
• Organize internal meetings and team celebrations, arranging the necessary facilities and resources
• Format letters, reports, legal briefs, powers of attorney, contracts, and communications
• Organize and manage team/office contracts and documents, as well as documents received from clients
• Organize and prepare travel arrangements, including airfare, hotels, transportation, roaming services, vouchers, and currency exchange
• Arrange visas and passport renewals when necessary
• Assist with processing professional fee invoices and review and track expense reports

Secretary

• Work directly with the CEO as a trusted partner in managing time, priorities, and commitments
• Redirect inbound requests to appropriate owners
• Review and manage calendar requests around protected CEO time blocks
• Track CEO initiatives, open commitments, owners, deadlines, and progress
• Establish and enforce deadlines for team deliverables
• Follow up with team members on deliverables owed to the CEO
• Manage the CEO’s calendar and align time with priorities and commitments
• Improve executive workflows, meeting cadence, accountability systems, and organizational efficiency
• Support accountability across multiple concurrent initiatives
• Monitor commitments and proactively communicate conflicts, delays, and risks
• Handle sensitive and confidential information
• Approve routine expenses within established parameters
• Commit the CEO’s time and ask prioritization questions about new commitments
• Identify work that should be delegated, deferred, eliminated, or reassigned
• Document decisions, commitments, owners, and deadlines from leadership meetings
• Draft emails, communications, documents, and other materials on behalf of the CEO
• Protect the CEO’s time for high-value strategic work and respectfully push back when needed
• Prepare and coordinate the weekly CEO agenda meeting
• Prepare and deliver a Monday dashboard briefing before the CEO’s first meeting
• Manage and coordinate the CEO’s commitments, meetings, priorities, and deadlines

Executive Assistant jobs in Brazil

Executive Assistant to the Executive Director

Marketing Virtual Assistant – GoHighLevel, Meta Ads Execution

Virtual Assistant