Bilingual Executive Secretary

Bilingual Executive Secretary

Hiring model: PJ (corporate contractor) Location: Alphaville, Barueri/SP Work arrangement: On-site

About X-VIA

X-VIA is a data intelligence and technology company driving digital transformation in the public sector. We develop solutions that connect governments, simplify processes, and make public services more efficient, secure, and accessible.

Position mission

Ensure the organization and follow-up of executive routines, providing administrative and operational support, anticipating needs, and ensuring that commitments, meetings, travel, and events take place in an organized and efficient manner.

Main responsibilities

• Manage and update executive calendars, organizing commitments, meetings, and priorities.
• Contact relevant parties to align schedules, confirm availability, and organize commitments.
• Anticipate needs and monitor requests, ensuring that information and alignments are organized.
• Organize in-person and virtual meetings, verifying in advance the infrastructure, spaces, and necessary resources.
• Monitor events, travel, and future commitments, performing advance planning and calendar entries.
• Organize domestic and international travel logistics, including quotes for flights, accommodations, transfers, and boarding passes.
• Provide support in organizing corporate events and receiving executives and visitors.
• Monitor the setup and organization of meeting spaces, ensuring the availability of water, coffee, and other necessary items.
• Schedule medical appointments, exams, and other personal commitments when requested.
• Support occasional administrative and personal requests, maintaining discretion and confidentiality.
• Communicate and align in Portuguese and English as needed.

Requirements

• Previous experience as an Executive Secretary or Executive Assistant.
• Advanced or fluent English, with strong verbal and written communication.
• Experience in calendar management, travel organization, and corporate meetings.
• Knowledge of Google Workspace and Microsoft Office.
• Excellent communication, organization, and attention to detail.
• Ability to handle confidential information and simultaneous requests.
• Availability to work on-site in Alphaville.

Differentiators

• Education in Executive Secretarial Studies, Business Administration, or related fields.
• Experience supporting senior leadership.
• Experience in dynamic corporate environments.
• Knowledge of other languages, in addition to English, at an intermediate or advanced level.