Position Overview:
We are seeking an experienced and highly skilled Bilingual (English/Portuguese) Executive Assistant to provide comprehensive administrative and organizational support to a C-Level Executive, Commercial and Marketing Directors and other Managers – hereinafter “the executives”-. The ideal candidate will be proactive, resourceful, and possess exceptional communication skills in both English and Portuguese. This role requires an individual who can manage complex calendars, coordinate high-level meetings, handle confidential information with discretion, and support the executive in daily business operations. The candidate must thrive in a fast-paced environment and be able to manage multiple priorities effectively.
Qualifications:
Bilingual proficiency in English and Portuguese (both written and spoken) is a must. 5+ years of experience as an Executive Assistant to senior leadership, preferably C-level executives, with a track record of managing complex tasks and supporting decision-makers. Experience in a fast-paced corporate environment, ideally in multinational organizations. Strong organizational and time management skills with the ability to multitask and prioritize. Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other productivity tools (e.g., Zoom, Teams, Slack). Excellent interpersonal and communication skills with a high level of professionalism and discretion. Ability to work under pressure, meet tight deadlines, and adapt to changing priorities. Strong problem-solving skills and a proactive approach to work. Experience handling confidential and sensitive information with integrity. Flexibility to work outside of regular hours when needed (e.g., for urgent travel changes or time zone differences, important events).Key Competencies:
Proactive and able to anticipate the needs of the executives. High emotional intelligence and ability to interact effectively with all levels of the organization. Detail-oriented with excellent organizational skills. Ability to maintain a high level of confidentiality and discretion. Strong cultural awareness and adaptability when working in an international context.Key Responsibilities:
Executive Support: Manage and maintain the C-level executive’s complex and dynamic calendar, as well the executives. Scheduling meetings, appointments, and events in both languages. Coordinate high-level meetings, including preparing agendas, briefing materials, and following up on action items. Act as a liaison between the executives and internal/external stakeholders, ensuring smooth communication and timely follow-up. Screen and prioritize emails, phone calls, and other correspondence; draft responses as needed in both English and Portuguese. Prepare confidential reports, presentations, and documents for executive meetings. Travel & Logistics: Coordinate extensive domestic and international travel arrangements, including flights, accommodations, transportation, and detailed itineraries. Ensure all travel documents, visas, and vaccinations are up to date for international travel. Manage last-minute changes and emergencies related to travel logistics. Prepare weekly/monthly reports. Project Management: Assist in managing special projects, tracking progress, and ensuring timely completion of deliverables. Help to prioritize tasks and manage deadlines for the executives and associated teams. Collaborate with other departments on cross-functional initiatives. Meeting Preparation & Event Coordination: Organize and coordinate internal and external executive meetings, conferences, and events. Prepare agendas, take minutes, and follow up on meeting action items to ensure execution. Assist in the coordination of company-wide events, including town halls, board meetings, and team-building activities, among others. Communication & Documentation: Translate documents, emails, and communications from English to Portuguese and vice versa, ensuring accuracy and cultural sensitivity. Maintain records, filing systems, and confidential information with the highest level of discretion. Ensure proper documentation and tracking of contracts, agreements, and reports. Proofread of official documentation to be sent out to Headquarters offices. Administrative Support: Handle personal tasks for the executive, as necessary. Serve as the point of contact for vendors and service providers when necessary. Team Collaboration: Must work closely with all the ASG / Facilities Team in Sao Paulo. Support the executives in managing team communications, distributing information, and following up on department tasks. Ad-hoc projects as directed by your direct line Manager.About InterSystems
Established in 1978, InterSystems provides innovative data solutions for organizations with critical information needs in the healthcare, finance, and logistics sectors and beyond. Our cloud-first data platforms solve interoperability, speed, and scalability problems for organizations around the globe. InterSystems also develops and supports data management in hospitals through the world’s most proven electronic medical record, as well as unified care records for health systems and governments through a powerful suite of healthcare data integration solutions. The company is committed to excellence through its award-winning, 24×7 support for customers and partners in more than 80 countries. Privately held and headquartered in Cambridge, Massachusetts, InterSystems has 25 offices worldwide. For more information, please visit InterSystems.com.