Executive Assistant

• Acts as the point of contact between Country Chair, executives, employees, clients, external partners and stakeholders.
• Liaison with headquarters on behalf of the Country Chair for correspondence, travel, scheduling of meetings.
• Coordinates and manages the country chair's complex and demanding agenda for both TEPMA1 and MS
• Independently coordinate with government agencies to schedule confidential meetings with Presidential representatives, Ministers, government officials, etc. and follow up with same to send/receive deliverables on behalf of the Country Chair.
• Plan and coordinate travel arrangements and detailed travel itineraries for Country Chair and executives. Independently prepares sponsor letters and obtains permission from the Ministry of Interior for the corporate jet to enter MZ
• Negotiate and organize conference facility bookings, catering and hotel room arrangements for executive visitors. Receive and approve invoices for payment.
• Prioritize daily flow of information to the Country Chair in a timely and accurate manner.
• Oversee that HSE communications are posted in all office locations
• Oversee and coordinate performance of other administrative and clerical staff acting as Team Lead for all administrative support at TEPMA1. Trains and directs some activities of this team.
• Independently assesses incoming correspondence and redirects to the appropriate Leadership Team member
• Format letters and memos for internal and external dissemination
• Scribes minutes/notes in meetings and prepare final minutes/reports
• Receive information from various sources and prepare reports / presentations for executive use
• Responsible for Organization and maintenance of the filing and database systems. Develops and implements improvements for information management.
• Independently coordinate and manage "Total Residence" domestic household activities including management of events, caterers, domestic staff, maintenance teams and other daily functions. Negotiate terms, if applicable. Receive and approve related invoices for payment.
• Screen and direct phone calls and correspondence to respective managers and/or departments

Qualifications

• Challenging in terms of time management
• Complex tasks within an aggressive schedule
• Confidentialit
• Qualifications/Experience required
• High School diploma or a bachelor's degree in business-related fields
• Minimum Five years’ experience as an Executive Assistant, preferably in a multi-national corporation
• English, Portuguese and French is a plus
• Managerial experience is desirable