Eliane Hevesy
Executive Assistant
São Paulo
Summary
Experienced Executive Assistant providing high-level administrative support to senior-level staff. Proficient in travel management, expense tracking, and schedule coordination. Demonstrates exceptional communication and organizational skills while expertly assisting the executive team. Adept at providing efficient and effective support to ensure seamless operations and facilitate successful decision-making.
Overview
19
19
years of professional experience
2
2
years of post-secondary education
3
3
Languages
Work History
Virtual Executive Assistant
Freelancer
São Paulo, São Pulo
11.2024 - Current
- Maintained a professional online presence for executives by managing social media accounts and email correspondence.
- Supported executives in decision-making processes with thorough research and data analysis.
- Ensured compliance with company policies and procedures through diligent documentation practices for executive-level matters.
- Developed comprehensive meeting agendas that facilitated efficient use of time during executive conferences.
- Collaborated with team members to achieve project goals, facilitating clear communication among stakeholders.
- Improved efficiency of administrative tasks by implementing organizational systems and automating processes.
- Liaised effectively between executives and other departments or external contacts for successful collaboration.
- Streamlined executive schedules by efficiently managing appointments and prioritizing tasks.
- Coordinated events, ensuring seamless execution from planning to day-of logistics while maintaining budgets.
- Demonstrated adaptability in responding to shifting priorities or needs within the executive office setting.
- Facilitated positive relationships between executives, clients, staff, vendors, partners, fostering a collaborative work environment.
Executive Assistant to CEO
SYSTEMIQ DO BRASIL CONSULTORIA
01.2024 - 10.2024
- Handled personal matters for the CEO, such as making travel arrangements or heeding different aspects of life foreign country one might need help with
- Increased 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 the executive team and senior management group
Executive Assistant to 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 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 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 a 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 communication channels 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 a comprehensive training program for new hires, improving their integration into the team and productivity
- Optimized office space utilization, leading to a 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 the 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 a 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
Executive Assistant to the CEO
Maersk 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
Education
Bachelor's degree - Human Resources Management
Faculdades Metropolitanas Unidas (FMU)
Brasil, Sao Paulo, BrazilSkills
Executive Support
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
Accomplishments
· 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.
· Streamlined scheduling processes, resulting in a 15% reduction in time spent on daily planning tasks.
· Enabled the CEO to concentrate on high-priority projects by independently managing personal responsibilities.
· Successfully launched the Brazilian office, putting in place back-office policies that enhanced efficiency.
· Acknowledged for consistently providing exceptional support even under tight deadlines and high-pressure situations.
· Spearheaded value-alignment sessions for over 300 employees across Brazil.
· Enhanced operational efficiency, enabling leadership to focus on strategic priorities.
Certification
LeadershipTraining - [Timeframe]
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Virtual Executive Assistant
Freelancer
11.2024 - Current
Executive Assistant to CEO
SYSTEMIQ DO BRASIL CONSULTORIA
01.2024 - 10.2024
LeadershipTraining - [Timeframe]
03-2022
Executive Assistant to 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
Executive Assistant to the CEO
Maersk Line
03.2006 - 08.2010
Bachelor's degree - Human Resources Management
Faculdades Metropolitanas Unidas (FMU)
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