Executive Assistant and Office Manager

Summary

Join Sword Health, a Forbes Best Startup Employer, and make a significant difference in a fast-paced, mission-driven environment. As the Executive Assistant & Office Manager in our Lisbon office, you will manage the calendars and travel arrangements for 3-4 leadership team members while overseeing the smooth operation of the office. You will handle various administrative tasks, including office maintenance, event planning, and communication with stakeholders. This role requires strong organizational skills, proactive problem-solving, and excellent communication in both Portuguese and English. Sword Health offers a competitive salary, flexible work arrangements, and a comprehensive benefits package. This is an opportunity to contribute to a company with a global impact and a commitment to creating a pain-free world.

Requirements

• Availability to work at the Lisbon office 5 days a week (9 am to 6 pm typically)
• 3+ years of experience as an Executive Assistant and/or Office Manage
• Strong verbal and written communication skills in both Portuguese and English
• Proficiency with office management and meeting scheduling software, including Google Calendar, Gmail, and Google Meets

Responsibilities

• Manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties
• Oversee office maintenance and liaise with property management, safety/ security, janitorial staff, internet and audio/visual services, and various vendors to ensure a well-stocked, clean, and functional workspace
• Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands
• Greet clients and internal/external visitors, promptly addressing or directing inquiries
• Assist in organizing, scheduling, and executing onsite events
• Handle incoming and outgoing phone calls, both internal and external
• Coordinate and manage the calendars of leadership team members, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives
• Proactively anticipate scheduling conflicts and make necessary adjustments to optimize 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 to stakeholders meeting agendas, briefing materials, and necessary documentation for 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
• Ensure strict confidentiality at all times

Preferred Qualifications

• Consulting background (law firm, banks) or start-up background
• Experience with Zip, Concur, Notion, Slack, and Navan

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
• Health, dental and vision insurance
• Meal allowance
• Equity shares
• Remote work allowance
• Flexible working hours
• Work from home
• Discretionary vacation
• Snacks and beverages
• English class