Executive Assistant COD 217

JEM Systems•Phoenix, AZ

3d•Hybrid

About The Position

Join a team that saves lives every day! With offices in Phoenix, Arizona, the United Kingdom, São Paulo, and Joinville, JEM has more than 450 employees around the world, all focused on transforming the Fire Safety industry through innovative equipment and projects. If you are looking to grow, develop your career in a dynamic and challenging environment, and contribute to a meaningful purpose of saving lives, this opportunity is for you!

Requirements

Bachelor's degree in Executive Secretarial Studies, Business Administration, Communications, or a related field.
Minimum of 3 years of experience in executive assistance, preferably supporting C-level executives.
Experience working in multinational companies or with international teams.
Fluent English, with excellent verbal and written communication skills.
Native-level Portuguese, with impeccable written communication skills.
Exceptional organizational and time-management skills, with the ability to manage multiple priorities simultaneously.
Strong autonomy, initiative, problem-solving abilities, and sound judgment.
Ability to anticipate needs and make appropriate decisions while understanding when escalation is required.
Flexibility to adapt to changing priorities and, when necessary, varying schedules.
Professional demeanor and excellent interpersonal and communication skills.
High level of discretion when handling confidential and sensitive information.
Strong ethical standards, integrity, and accountability.
Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint, and/or Google Workspace.
Familiarity with Artificial Intelligence (AI) tools and their practical application in administrative and executive workflows.
Ability to quickly learn and adapt to new technologies, systems, and digital tools.

Responsibilities

Manage the CEO's calendar with agility, proactively adjusting to changing priorities and coordinating schedules across U.S. and Brazil time zones.
Oversee correspondence, requests, and communications directed to the CEO, independently handling matters within scope and appropriately escalating issues requiring executive attention.
Organize and prioritize the CEO's commitments, ensuring time is allocated to the most strategic and business-critical matters.
Coordinate domestic and international travel, including flights, transportation, accommodations, documentation, itineraries, and expense reporting.
Prepare, review, and organize documents, presentations, reports, and business correspondence in English and Portuguese.
Prepare meeting agendas, attend executive meetings when appropriate, draft meeting minutes, and follow up on action items and outcomes.
Work closely with the U.S.-based Executive Assistant to coordinate calendars, priorities, and executive-level demands between the United States and Brazil.
Represent the CEO professionally in interactions with senior leadership, clients, partners, vendors, and other stakeholders as needed.
Handle confidential, sensitive, and strategic information with the highest level of discretion and integrity.
Support special projects, corporate events, executive initiatives, and other strategic or administrative requests.
Anticipate the CEO's needs and proactively identify opportunities to improve organization, efficiency, and workflow.