Summary
Overview
Work History
Education
Skills
Additional Information
Languages
Accomplishments
Timeline
Work Availability
Work Preference
References
Quote
Certification
Software
BusinessAnalyst
Eliane Hevesy

Eliane Hevesy

Executive Assistant
São Paulo,SP

Summary

Hardworking and passionate job seeker with strong organizational skills eager to secure senior-level Executive Assistant position. Ready to help team achieve company goals.

Driven and resourceful administrative professional with 10+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.

Equipped with strong problem-solving abilities, willingness to learn, and excellent communication skills. Poised to contribute to team success and achieve positive results. Ready to tackle new challenges and advance organizational objectives with dedication and enthusiasm. Thorough team contributor with strong organizational capabilities. Experienced in handling numerous projects at once while ensuring accuracy. Effective at prioritizing tasks and meeting deadlines. Diligent [Desired Position] with background in providing comprehensive support to senior executives. Successfully coordinated high-priority projects and streamlined office operations. Demonstrated proficiency in calendar management and travel arrangements. Experienced with managing executive schedules, travel arrangements, and meeting coordination. Utilizes strong interpersonal skills to facilitate communication and collaboration among team members. Knowledge of office management software and administrative protocols.

Overview

19
19
years of professional experience

Work History

Executive Assistant

Freelancer
11.2023 - Current
  • Handled confidential and sensitive information with discretion and tact.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Organized and coordinated conferences and monthly meetings.
  • Served as a liaison between departments to facilitate effective communication throughout the company.
  • Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
  • Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
  • Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
  • Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.

Executive Assistant to CEO

SYSTEMIQ DO BRASIL CONSULTORIA
01.2023 - 10.2023
  • Served as Chief of Staff to the CEO, responsible for his private life and doing secretarial work efficiently
  • Handled personal matters for the CEO, such as making travel arrangements or heeding the different aspects of life in a foreign country one might need help with
  • Increased the CEO's productivity by effectively handling personal tasks, enabling them to concentrate on important professional goals
  • Handled confidential and sensitive information with discretion and tact.
  • Processed travel expenses and reimbursements for executive team and senior management group.

Executive Assistant to the General Manager

KOSTAL DO BRASIL
09.2017 - 06.2022


  • Collaborated with cross-functional teams on projects that contributed directly to company growth or improvement initiatives.
  • Maintained confidentiality when dealing with sensitive information, earning trust from executives and colleagues alike.
  • Managed multiple projects concurrently, ensuring timely completion and high-quality results.
  • Used PowerPoint to format visual presentations for speeches and meetings.
  • Assisted in the preparation of various reports and presentations with accuracy and attention to detail.
  • Planned logistics for off-site meetings by contracting for meeting space and ordering catering.
  • Enhanced executive''s productivity by effectively managing calendars, scheduling meetings, and handling correspondence.
  • Coordinated travel arrangements, accommodations, and itineraries for executives, resulting in seamless business trips.
  • Negotiated favorable contract terms with vendors for various office services, resulting in cost savings without sacrificing quality.
  • Organized new office and designed systems to maximize administrative operations.
  • Served as a gatekeeper for the General Manager''s office by prioritizing incoming requests while exercising sound judgment in delegating tasks when appropriate.
  • Prepared meeting agendas and materials to ensure productive discussions among attendees.
  • Screened phone calls, emails, mail and visitors to route and resolve information requests.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Filed paperwork and organized computer-based information.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Coordinated events and worked on ad hoc projects.
  • Wrote reports, executive summaries and newsletters.
  • Volunteered to help with special projects of varying degrees of complexity.


Office Manager

STRATASYS LATIN AMERICA
01.2013 - 01.2016
  • Built the office from scratch, managing corporate registrations, setting up bank accounts, and establishing HR policies
  • Handled office logistics, employee benefits, onboarding processes, and vendor relationships to ensure smooth daily operations
  • Served as the company representative in strategic meetings overseas, offering insights on how to tailor policies and operations for the Brazilian market
  • Successfully launched the Brazilian office, putting in place back-office policies that enhanced efficiency
  • Created HR procedures and administrative frameworks, aiding in the seamless functioning of the newly formed office
  • Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
  • Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
  • Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
  • Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
  • Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
  • Streamlined office operations by implementing efficient filing systems and organizational strategies.
  • Assisted in the recruitment process, conducting interviews and onboarding new employees to promote a seamless integration into the team dynamic.
  • Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
  • Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
  • Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently.
  • Developed comprehensive policy manuals outlining procedures and guidelines, contributing to a well-organized workplace culture.
  • Contributed to workplace safety by ensuring compliance with established emergency protocols and conducting regular equipment inspections.
  • Implemented comprehensive training program for new hires, improving their integration into team and productivity.
  • Optimized office space utilization, leading to more efficient and productive work environment.
  • Conducted regular reviews of office procedures, identifying and implementing improvements for operational excellence.
  • Provided comprehensive administrative support to senior management, enabling them to focus on strategic decision-making.
  • Facilitated smooth office relocations by meticulously planning and coordinating all aspects of move.
  • Developed and enforced office policies that aligned with company values and regulatory requirements, maintaining compliance.
  • Handled sensitive employee and client information with utmost confidentiality, maintaining trust and integrity.
  • Recruited, interviewed and hired employees and implemented mentoring program to promote positive feedback and engagement.

Senior Executive Assistant

SPENCER STUART
01.2011 - 01.2013
  • Managed the executive’s complex calendar, including scheduling and coordination of meetings and appointments
  • Oversaw expense management and payment processing, ensuring timely and accurate handling of all financial tasks
  • Organized domestic and international travel arrangements, streamlining itineraries to align with the executive’s priorities
  • Screened incoming calls, correspondence, and reports, handling inquiries and directing communications as necessary


Bilingual Executive Assistant to the CEO

MAERK LINE
03.2006 - 08.2010
  • Coordinated the CEO's intricate calendar, travel arrangements, inbox and high-level communications
  • Managed support services for 35 expatriates, helping with both personal and professional needs
  • Facilitated company values sessions for over 300 employees, earning recognition as a model EA for commitment and effectiveness
  • Enhanced executive productivity by 20–40% by optimizing administrative tasks and improving scheduling processes
  • Successfully assisted in the onboarding of 35 expatriates, resulting in a 95% satisfaction rate
  • Led cross-functional projects to standardize workflows, cutting process times by as much as 40%
  • Organized company-wide values sessions, increasing employee engagement and reinforcing corporate culture across teams
  • Supported the development of new business partnerships with international clients through proficient bilingual correspondence management.
  • Increased productivity by managing multiple tasks simultaneously, prioritizing assignments according to deadlines and importance.

Education

Bachelor’s degree - Human Resources Management

Faculdades Metropolitanas Unidas (FMU)

Skills

  • Executive Support
  • Office Management
  • Strong Problem Solver
  • Schedule & calendar planning
  • Office Administration
  • Meticulous attention to detail
  • Information confidentiality
  • Interpersonal Communication
  • Travel Coordination
  • Travel Arrangements
  • Advanced MS Office Suite
  • Project Management
  • Email management
  • Self-starter

Additional Information

Fluent in English and Portuguese, Extensive experience in international business meetings across Germany, Spain, Israel, Mexico, and the Dominican Republic, Proficient in Microsoft Office and Google Suite, with familiarity in CRM tools such as Salesforce, Certified in Leadership, Time Management, and Emotional Intelligence

Languages

English
Bilingual or Proficient (C2)
German
Intermediate (B1)
Portuguese
Bilingual or Proficient (C2)

Accomplishments

  • Awarded a bonus in recognition of managing the addition of more than 70 staff members from another company office location.
  • Planned corporate meetings, lunches and special events for groups .
  • Achieved efficiently by introducing the Intranet tools for significantly the beaurocratic tasks.
  • Created detailed expense reports , including currency exchanges.
  • Sourced, negotiated and secured Health Plan and ravel expenses contracts, resulting in around 30% annual savings.
  • Acknowledged as a standout employee for contributions to leadership training programs.
  • Achieved a nearly 50% reduction in fleet costs by shifting to a rental model, leading to substantial savings
  • Successfully launched the Brazilian office, putting in place back-office policies that enhanced efficiency.
  • Created HR procedures and administrative frameworks, aiding in the seamless functioning of the newly formed office.
  • Enhanced executive productivity by 20–40% by optimizing administrative tasks and improving scheduling processes.
  • Successfully assisted in the onboarding of 35 expatriates, resulting in a 95% satisfaction rate.
  • Led cross-functional projects to standardize workflows, cutting process times by as much as 40%.
  • Organized company-wide values sessions, increasing employee engagement and reinforcing corporate culture across teams.

Timeline

Executive Assistant

Freelancer
11.2023 - Current

Executive Assistant to CEO

SYSTEMIQ DO BRASIL CONSULTORIA
01.2023 - 10.2023

Executive Assistant to the General Manager

KOSTAL DO BRASIL
09.2017 - 06.2022

Office Manager

STRATASYS LATIN AMERICA
01.2013 - 01.2016

Senior Executive Assistant

SPENCER STUART
01.2011 - 01.2013

Bilingual Executive Assistant to the CEO

MAERK LINE
03.2006 - 08.2010

Bachelor’s degree - Human Resources Management

Faculdades Metropolitanas Unidas (FMU)

Work Availability

monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Work Preference

Work Type

Full TimePart TimeContract Work

Work Location

Remote

Important To Me

Work from home optionPaid time offWork-life balanceCompany Culture

References

Company Overview

Systemiq - Estrategic Consulting Firm for Sustainability Projects

Reference Information - Mirele Santos HR Manager

Relationship to Candidate - Direct Report

Position Held by Candidate - Executive Assistant to the CEO

End of Employment Reason personal issues.  The function did not meet her corporate expectations.

Would You Hire Again? - Yes

Eliane's performance was assessed based on her observed behaviors and the quality of her deliverables, rather than specific KPIs for Executive Assistants. She consistently met and exceeded expectations, delivering exceptional results with agility, even managing a complex CEO's calendar. Eliane showcased a high level of professionalism and maintained a strong work ethic, adhering closely to company rules and policies while being principled and conscientious. _______________________________________________________________________________________

Company Overview

Kostal Eletromecânica Ltda - Auto electronic and electro mechanic producer

Reference Information - Edson Furlanetto CEO assistant

Relationship to Candidate - Direct Manager

Position Held by Candidate - Executive assistant

End of Employment Reason - Family and/or child care

Would You Hire Again? - Yes

Eliane’s performance was measured as excellent, demonstrating high achievements against the KPIs. Her work ethic adheres fully to procedures, with no failures. ______________________________________________________________________________________

Company Overview

KOSTAL ELETROMECANICA LTDA - electronic, electromechanical and mechatronic components industry for the automotive industry.

Reference Information - Patricia Manchon  - Executive assistant

Relationship to Candidate - Teammate

End of Employment Reason - Personal reasons.

Position Held by Candidate - Executive assistant to the CEO

Would You Hire Again? - Not Applicable (Colleague, Teammate, or Direct Report)

Eliane's performance was measured through an annual assessment, consistently exceeding expectations against the KPIs. She demonstrates a strong work ethic, showing dedication, timely task completion, proactivity, and a willingness to take on additional responsibilities even when not required.

Quote

Success is not final; failure is not fatal: It is the courage to continue that counts.
Winston S. Churchill

Certification

EDUCATION & CERTIFICATIONS

Degree in Human Resources Management

FMU-FAAM

  • EF SET English Proficiency Certification (C2 Level - Advanced)
  • DDI - Excellent leadership Skills (Kostal)

Ongoing professional development in executive support, financial reporting, and workflow optimization.

  • Time Management Certification – Various Training Providers.
  • Conflict Resolution and Negotiation Certificate – American Arbitration Association or Various Training Providers.

Software

MS office Tools

Google Workspace

Trello

Asana

Salesforce

Calendly

Canva

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Eliane HevesyExecutive Assistant