Personal Secretary to Managing Director

Position: Personal Secretary to MD

Preferably: Brazilian national or someone proficient in Brazilian Portuguese ( Female )

JOB SUMMARY:

The Personal Secretary to the Managing Director provides high-level administrative and executive support to ensure smooth operations and effective communication. This role requires excellent organizational skills, discretion, and a proactive approach to managing the MD’s schedule, correspondence, and day-to-day responsibilities, especially within the fast-paced food trading environment.

JOB DESCRIPTION:

Administrative Support

• Manage the MD’s calendar, schedule meetings, and coordinate travel arrangements, entry and exit schedule for other countries visa purposes arrangements.
• Prepare and handle confidential correspondence, reports, and other documents.
• Organize and maintain files, both electronic and physical.
• Screen phone calls, emails, and other communication, ensuring timely responses and also on behalf of MD.

Executive Assistance:

• Act as a liaison between the MD and internal/external stakeholders.
• Assist in preparing presentations, business reports, and meeting agendas.
• Coordinate and follow up on business activities and deadlines.
• Support the MD in strategic initiatives and special projects.

Office Coordination:

• Facilitate communication and collaboration with department heads and team members.
• Ensure efficient documentation and filing systems.
• Track and manage expenses, invoices, and office supplies related to the MD’s office.

Confidentiality and Discretion:

• Maintain a high level of confidentiality in all matters related to company operations, and management.

QUALIFICATIONS & SKILLS:

• Bachelor’s degree in Business Administration or related field.
• 3+ years of experience in a similar executive assistant or secretary role.
• Experience on an FMCG Company is advantage.
• Excellent communication and interpersonal skills.
• Strong organizational and time management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of the food trading industry is an advantage.
• Ability to work under pressure and handle multiple tasks efficiently.

Job Types: Full-time, Permanent

Language:

• Brazilian Portuguese (Required)

Work Location: In person