Executive Assistant

Summary

Join Nivoda as an Executive Assistant to support the CEO and COO in a 1-year maternity cover role. You will manage their daily operations, prioritize tasks, and ensure smooth scheduling. This involves more than calendar management; it offers exposure to strategic decision-making within a rapidly growing luxury technology company. The ideal candidate is highly organized, proactive, and thrives in a fast-paced environment. The role is hybrid in Lisbon or NYC, starting before September 1st, 2025. This is a chance to significantly impact a dynamic industry.

Requirements

• 3+ years experience as an Executive Assistant to a C-Suite leader
• Experience within a start up/scale up environment
• Highly autonomous, adaptable and calm under pressure

Responsibilities

• Manage diary for CEO and COO with minimal guidance, organising meetings, scheduling interviews responding to last minute requests and acting as a gate keeper to diaries to organise and optimise leader’s time
• Coordinate frequent and complex domestic and international travel, including managing on-the-ground logistics and arranging visas where necessary
• Complex end-to-end meeting management, including holding team accountable to action items and deliverables
• Inbox management for CEO, occasionally replying for/on behalf of
• Board secretarial duties, including meeting coordination, minute-taking, ratification of documents, and recording actions
• End-to-end event planning and logistics, including All-hands, offsites, quarterly LT co-working, Christmas parties
• Personal/private support to CEO
• CEO expense and morale budget management
• Ad hoc support to the wider Leadership Team and business. This can include anything from writing visa letters to buying amazon vouchers
• Provide proactive and strategic administrative support to executive leadership, including media appearances and presentations as necessary
• Manage broader company schedules, including monthly business reviews and weekly standups

Preferred Qualifications

• Preferred 3 years working with C-level executives in a global tech company
• Very strong technical capability in Google calendar and G Suite
• Demonstrated ability to structure calendar cadence to support long-term business objectives
• Strong collaboration and teamwork experience
• Concise and clear communications skills
• High attention to detail
• Ability to handle confidential information

Benefits

• Opportunity to shape the future of a rapidly scaling marketplace
• Flexible, remote working arrangements
• Generous holiday allowance