The posting
THE ROLE
The Executive Assistant will support Avra’s two founders, internal operations, and external events and vendors, while helping manage the São Paulo office and a range of professional and personal administrative tasks.
We are looking for someone highly organized, proactive and calm under pressure, with a strong sense of ownership and discretion. This is a role for someone who enjoys making things happen behind the scenes, keeping people one step ahead, and bringing structure to a fast-moving environment. You will also need to communicate confidently in English with external funds and other international stakeholders.
This is for you if you are energized by variety, you notice what needs to be done before being asked, and are excited to help build the operating rhythm of an ambitious early-stage company.
RESPONSIBILITIES
- Founder support: Provide high-quality executive and personal administrative support to Avra’s two founders. This will include calendar management, travel coordination, scheduling, document handling, expense organization, follow-ups and day-to-day problem solving.
- Office management: Own the smooth running of Avra’s office in São Paulo. You will coordinate office suppliers, manage facilities-related needs, keep the space organized and welcoming, and support the team with practical on-site logistics.
- Event support: Support the planning and execution of internal and external events. You will work with venues, caterers, service providers and other third-party suppliers to ensure events run smoothly and to a high standard.
- Supplier coordination: Help manage communication and logistics with external suppliers and partners.
- Administrative operations: Build and maintain lightweight processes that keep the company organized and running smoothly, including calendar coordination, travel planning and booking for founders and team members, document and expense management, meeting logistics, vendor coordination, office support, and follow-through on day-to-day administrative needs.
- Execution with discretion: Handle sensitive information with professionalism and judgment. You will be trusted with founder-related matters and confidential company information.
WHAT WE’RE LOOKING FOR:
- Highly organized, dependable, and discreet: you follow through consistently, protect confidential information, and do not let important details slip.
- Proactive and hands-on: you identify what needs to happen without waiting for perfect instructions. You are comfortable executing both practical tasks and coordination work.
- Someone who thrives in a fast-moving startup environment: you can manage multiple priorities, switch contexts quickly, stay calm when plans change.
- Clear and concise communicator. You are direct, and not verbose. You build trust easily, and represent Avra well when interacting with founders, team members, external stakeholders, funds, and international partners.
- A commitment to working in person, with English fluency: you are energized at the idea of building strong relationships with the team and available for in-person work at the office and whenever events or supplier coordination require it.
EXPERIENCE AND QUALIFICATIONS
- 4+ years of experience in an Executive Assistant, Office Manager, Operations Coordinator or similar role.
- Ideally in a startup, high-growth company or similarly demanding environment.
- Proven experience managing administrative workflows, calendars, travel, suppliers, events and office operations.
Language: Fluency in English is required. Portuguese is expected for day-to-day work in São Paulo.
Location: Must be based in São Paulo.
