Executive Assistant

Are you an experienced Executive Assistant who thrives in a fast-paced environment and wants to be at the heart of the world of Fine Fragrance, supporting regional leadership while helping bring creativity, science, and artistry together? IFF is a global leader in flavors, fragrances, food ingredients and health & biosciences. We deliver sustainable innovations that elevate everyday products. Scent: Harnessing the full emotional power of scent, driven by pioneering creativity, science, consumer expertise and a mindful approach to fragrance design. This role is based in Tamboré, São Paulo, Brazil (hybrid role) . Be part of a collaborative, open-minded, growth-oriented team where together we can achieve greatness and make a real impact. Your potential is our inspiration. In this role, you will have the opportunity to be part of the coveted world of Fine Fragrance, gaining exposure to the behind-the-scenes creation of iconic perfumes and collaborating with some of the industry's most renowned perfumers. This is a unique environment where artistry, imagination, and science come together to create exceptional fragrance experiences. As the trusted partner to the VP, Commercial Director Fine Fragrances for LATAM, you will play a key role in optimizing executive effectiveness, supporting strategic initiatives, and helping drive business success across the region. Working within a global, entrepreneurial, passionate, and creative organization, you will collaborate across multiple functions, disciplines, and time zones while serving as a central point of coordination and communication within the Fine Fragrance ecosystem. This position requires a high degree of professionalism, tact, integrity, and discretion due to regular interaction with senior leaders and exposure to confidential business information. Success in this role requires a proactive, self-driven individual who thrives in a dynamic environment and consistently anticipates business needs. Where You'll Make a Difference Provide dedicated administrative support to the VP, Commercial Director Fine Fragrances for LATAM by proactively managing a complex calendar, prioritizing competing demands, resolving scheduling conflicts, and maximizing productivity. Ensure the VP is fully prepared for internal and external engagements by coordinating agendas, materials, briefing documents, follow-up actions, and ongoing communication with stakeholders. Coordinate leadership meetings, department initiatives, and strategic projects by aligning timelines, resources, stakeholders, and deliverables to ensure successful execution. Manage domestic and international travel arrangements from planning through completion, including detailed itineraries, logistics coordination, and ongoing travel support. Prepare, refine, and deliver professional executive presentations, reports, business analyses, correspondence, and communications using Microsoft PowerPoint, Excel, and other productivity tools. Administer operational activities including expense reports, travel expenses, office coordination, supply ordering, purchase order creation, and payment process tracking. Organize and continuously improve document management, information-sharing processes, and administrative workflows to ensure efficiency, accuracy, and compliance. Lead the planning and execution of executive events, leadership offsites, customer engagements, and departmental meetings, including venue coordination, agendas, communications, procurement, and logistics. Partner closely with executive assistants and cross-functional teams globally to centralize information, facilitate communication, solve issues proactively, and support seamless business operations. What Makes You the Right Fit Bachelor’s degree or equivalent relevant professional experience. At least five years of experience as an Executive Assistant or in a similar senior administrative support role. Advanced proficiency in Microsoft Office applications, including