FLAVIA FERNANDES
Chelsea,AL
Summary
Driven and resourceful administrative professional with 20+ years of experience assisting with work of high-achieving C-Level executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Detail-oriented administrative professional with superb people-skills and public relations experience. Business-savvy with excellent decision-making skills.
Trilingual Professional: English, Spanish and Portuguese.
Overview
23
23
years of professional experience
1
1
Certification
Work History
Executive Assistant
TSYS do Brasil Soluções de Pagamentos Ltda – A Global Payments Company
05.2021 - 10.2023
- Straight assistance to the CEO; Logistic support to video conferences, calls, meetings, and business trips; Executives´ Expenses Reimbursements; Agenda Management
- Support to Expatriate Executives and family
- Enhanced executive efficiency by managing and prioritizing the President's daily schedule, appointments, and travel arrangements.
- Managed sensitive information discreetly, maintaining strict confidentiality in all aspects of executive support.
- Assisted with the onboarding process for new executive team members, creating a smooth transition for all involved parties.
- Facilitated seamless communication between the President and key stakeholders, ensuring timely responses to emails and phone calls.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Updated and maintained confidential databases and records.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
Executive Assistant
SPIC BRASIL
03.2020 - 04.2021
- Straight assistance to the CFO, Legal, Governance and M&A directors; Logistic support to video conferences, calls, meetings and business trips; Budget report and control; Organization and creation of improvement committee for company processes.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Contributed to development of internal policies and procedures, enhancing organizational effectiveness and compliance.
- Contributed to budget management by tracking expenditures and identifying cost-saving opportunities.
- Worked with senior management to initiate new projects and assist in various processes.
- Took notes and dictation at meetings.
- Volunteered to help with special projects of varying degrees of complexity.
Executive Assistant
CMOC Brasil International
01.2017 - 03.2019
- Assistance to the CEO, CFO and HR Director; Logistic Support to Video Conferences, Conference Calls, Meetings, Business Trips and Corporate events; Contract Signature Management; Support to international visitors; Support to personal duties of the executive; Executives´ Expenses Reimbursements; Office Coordinator for the SP Office; Contracting External Suppliers.
- Enhanced executive efficiency by managing and prioritizing the President''s daily schedule, appointments, and travel arrangements.
- Managed sensitive information discreetly, maintaining strict confidentiality in all aspects of executive support.
- Facilitated seamless communication between the President and key stakeholders, ensuring timely responses to emails and phone calls.
- Organized and coordinated conferences and monthly meetings.
- Answered high volume of phone calls and email inquiries.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Facilitated training and onboarding for incoming office staff.
- Coordinated events and worked on ad hoc projects.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Took notes and dictation at meetings.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
Executive Assistant and Office Coordinator
MASTERFOODS BRASIL ALIMENTOS LTDA
03.2013 - 12.2016
- Assistance to Regional CEO and Vice Presidents for Latin America in areas like: Finances, Human Resources, Supply and Corporate Affairs; Logistic Support to Video Conferences, Conference Calls, Meetings, Business Trips and Corporate events; Executives´ Expenses Reimbursements; Facilities Coordination for the Regional Office; Payments Control; Contracting External Suppliers; Support to Expats and their families.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
- Managed complex calendars for senior executives to facilitate efficient scheduling and meeting planning.
- Supported HR activities, facilitating hiring process by scheduling interviews and liaising with candidates.
- Coordinated international travel arrangements, ensuring seamless logistics for executives attending global conferences.
- Negotiated with vendors for cost savings, securing high-quality services at reduced rates.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Volunteered to help with special projects of varying degrees of complexity.
- Coordinated events and worked on ad hoc projects.
- Provided administrative support to staff members, assisting with daily tasks as needed to promote productivity across the organization.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team and senior management group.
Executive Assistant to the Contrast Media General Manager
GE HEALTHCARE
09.2009 - 02.2013
- Assistance to the General Manager and board of directors in areas like: Sales, Medical and Marketing; Logistic Support to Video Conferences, Conference Calls, Meetings, Business Trips, Corporate events and site visits; Secretarial Routine (calendar, trips and reimbursements coordination); Coordination of Business meetings, national and International sales conferences; Elaboration of the Sales Force Training; Budget Control of the Marketing Area; Logistic Coordination of Marketing Fairs and Events; Follow-up on matters related to Compliance; Spreadsheets and Presentations.
Executive Assistant – Board of Directors: Sales, Services, Logistic, Regulatory Affairs, IT, Compliance and Quality
GE HEALTHCARE
01.2009 - 01.2010
- Logistic Support to Video Conferences, Conference Calls, Meetings, Business Trips, Corporate events and site visits; Executives´ Expenses Reimbursements; Suppliers Payments; Planning, organization and control of the agenda; Spreadsheets and Presentations.
Executive Assistant
ERMENEGILDO ZEGNA LATIN AMERICA
08.2008 - 09.2009
- Assistance to the CEO, Vice President and CFO; Company start up in Latin America, helped to create and develop processes and policies of the company; Sales Report Compilation and Control; Internal Events Organization; Planning, organization and control of the agenda; Executives´ Expenses Reimbursements; General Administration of the office and office staff supervision (Reception, drivers, interns and maids); Support to Expats and their families.
Executive Bilingual Assistant
SIEMENS LTDA
03.2004 - 07.2008
- Assistant to the CFO, Export, Marketing and Human Resources; Secretarial Routine (calendar, trips and reimbursements coordination); Spreadsheets and Presentations; Support to Expats and their families.
Assistant to the CEO
G COMERCIO DE ROUPAS
08.2002 - 12.2002
- Managed sensitive information with discretion, ensuring confidentiality in all aspects of the role as Assistant to the CEO.
- Developed strong relationships with vendors, suppliers, partners, resulting in reliable support services that contributed to smooth operations within the company.
- Increased meeting effectiveness by preparing agendas, taking minutes, and overseeing follow-up actions as directed by the CEO.
- Boosted efficiency by handling various administrative tasks, allowing the CEO to focus on strategic planning and execution.
- Improved company culture by assisting in the development and implementation of employee engagement initiatives led by the CEO.
- Coordinated successful events for both internal staff members and external stakeholders while adhering to given budgets and timelines.
- Handled confidential and sensitive information with discretion and tact.
Secretarial Internship
HEWLETT PACKARD BRASIL S/A
05.2000 - 12.2001
- Developed organizational skills through managing multiple tasks simultaneously while adhering to strict deadlines.
- Prepared project presentations and reports to assist senior staff.
- Cultivated positive relationships with vendors to deliver timely and cost-effective supply of services and materials.
- Supported staff members in their daily tasks, reducing workload burden and allowing for increased focus on higher-priority assignments.
- Gained valuable experience working within a specific industry, applying learned concepts directly into relevant work situations.
Education
Bachelor of Science - Behavioral Sciences
Jefferston State Community College
Hoover, AL08.2026
MBA -
Fundação Getúlio Vargas
Sao Paulo, Brazil01.2011
Bachelor of Science - Executive Bilingual Secretarial Bachelor Degree
Universidade Anhembi Morumbi
Sao Paulo, Brazil01.2001
Skills
- Executive Support
- Administrative Support
- Office Management
- Strong Problem Solver
- Schedule & calendar planning
- Office Administration
- Information confidentiality
- Expense Reporting
- Interpersonal Communication
- Professional and mature
- Travel Coordination
Additional Information
Events Organization – Senac – 2012, DEC Secretárias – Sindusfarma – 2011, Neurolinguistical Program - Siemens Enterprise – 2007, Costumer Support Quality - Hewlett- Packard Brasil S/A – 2000, Protocol and Cerimonial – Universidade Anhembi Morumbi – 2000, Marketing Business– Senac – 1999
Certification
Events Organization – Senac – 2012;
DEC Secretárias – Sindusfarma – 2011;
Neurolinguistical Program - Siemens Enterprise – 2007;
Costumer Support Quality - Hewlett- Packard Brasil S/A – 2000;
Protocol and Cerimonial – Universidade Anhembi Morumbi – 2000;
Marketing Business– Senac – 1999.
Languages
English
Full Professional
Spanish
Professional Working
Portuguese
Native or Bilingual
Timeline
Executive Assistant
TSYS do Brasil Soluções de Pagamentos Ltda – A Global Payments Company
05.2021 - 10.2023
Executive Assistant
SPIC BRASIL
03.2020 - 04.2021
Executive Assistant
CMOC Brasil International
01.2017 - 03.2019
Executive Assistant and Office Coordinator
MASTERFOODS BRASIL ALIMENTOS LTDA
03.2013 - 12.2016
Executive Assistant to the Contrast Media General Manager
GE HEALTHCARE
09.2009 - 02.2013
Executive Assistant – Board of Directors: Sales, Services, Logistic, Regulatory Affairs, IT, Compliance and Quality
GE HEALTHCARE
01.2009 - 01.2010
Executive Assistant
ERMENEGILDO ZEGNA LATIN AMERICA
08.2008 - 09.2009
Executive Bilingual Assistant
SIEMENS LTDA
03.2004 - 07.2008
Assistant to the CEO
G COMERCIO DE ROUPAS
08.2002 - 12.2002
Secretarial Internship
HEWLETT PACKARD BRASIL S/A
05.2000 - 12.2001
Bachelor of Science - Behavioral Sciences
Jefferston State Community College
MBA -
Fundação Getúlio Vargas
Bachelor of Science - Executive Bilingual Secretarial Bachelor Degree
Universidade Anhembi Morumbi
Events Organization – Senac – 2012;
DEC Secretárias – Sindusfarma – 2011;
Neurolinguistical Program - Siemens Enterprise – 2007;
Costumer Support Quality - Hewlett- Packard Brasil S/A – 2000;
Protocol and Cerimonial – Universidade Anhembi Morumbi – 2000;
Marketing Business– Senac – 1999.
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