Executive And Personal Assistant

Summary

Join our team as an Executive and Personal Assistant, managing calendars, travel, and communications for leadership team members. You will proactively anticipate needs, manage multiple priorities, and handle executive duties with discretion. Responsibilities include scheduling meetings, arranging travel, managing communications, and providing personal support. This role requires 3+ years of experience as an Executive Assistant, proficiency in office software, and strong communication skills in Portuguese and English. We offer a stimulating environment, career development, competitive salary, flexible hours, unlimited vacation, access to a health and well-being program, and a remote or hybrid work policy.

Requirements

• Availability to work at the Porto office 5 days a week
• 3+ years of experience as an Executive Assistant
• Availability to perform PA role - inc. running errands, organizing personal and family-related tasks etc
• Strong verbal and written communication skills in both Portuguese and English
• Proficiency with office management and meeting scheduling software, including Google Calendar, Gmail, and Zoom

Responsibilities

• Manage the calendars of one or multiple leadership team members, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives
• Assist any personal request and need from leadership team members
• Proactively anticipate scheduling conflicts and make necessary adjustments to optimize the leadership team members' time and availability
• Arrange travel accommodations and itineraries for leadership team members, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency
• Request meeting agendas, briefing materials, and necessary documentation for the leadership team members' engagements, ensuring they are well-prepared and equipped for each interaction
• Serve as a liaison between the leadership team members and internal/external stakeholders, managing communication and correspondence efficiently and professionally
• Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures
• Provide personal support, including managing personal appointments and handling personal errands
• When needed, support the planning and execution of team events which include coordination across cross-functional teams or departments
• Ensure strict confidentiality at all times

Preferred Qualifications

• Consulting background (law firm, banks) or start-up background
• 3+ years of experience as an Personal Assistant

Benefits

• A stimulating, fast-paced environment with lots of room for creativity
• A bright future at a promising high-tech startup company
• Career development and growth, with a competitive salary
• The opportunity to work with a talented team and to add real value to an innovative solution with the potential to change the future of healthcare
• A flexible environment where you can control your hours (remotely) with unlimited vacation
• Access to our health and well-being program (digital therapist sessions)
• Remote or Hybrid work policy