Executive Assistant

Summary

Join Ventrata as an Executive Assistant and become the right hand to our CEO and executive team. You will manage busy schedules, coordinate travel, handle communications, prepare meetings, and provide administrative support. This role requires proficiency in English and Portuguese, strong communication and organizational skills, and the ability to handle confidential information. Previous experience as an Executive Assistant is preferred but not required. Ventrata offers a competitive salary, unlimited paid holiday days, flexible work arrangements (WFH), team-building activities, and a start-up work environment.

Requirements

• Proficiency in English (C1 level) and Portuguese (C1 level or native) is required, with excellent verbal and written communication skills in both languages
• Strong ability to multitask, prioritize, and manage time effectively in a fast-paced environment
• Excellent verbal and written communication skills, with the ability to interact effectively at all levels of the organization
• A proactive approach to problem-solving, with strong decision-making capabilities
• Demonstrated ability to adapt to changing priorities and handle unexpected challenges with poise
• A high level of accuracy and thoroughness in all aspects of work
• Ability to represent the executive team and the company in a professional and courteous manner

Responsibilities

• Coordinate and manage schedules for the CEO, including meetings, travel arrangements, and appointments
• Assist with select personal assignments, including coordinating personal appointments, handling confidential personal matters, and ensuring seamless management of the CEO’s professional and personal priorities
• Act as a liaison between the executive team and internal/external stakeholders, handling correspondence, emails, and phone calls professionally and efficiently
• Prepare agendas, presentations, and materials for meetings; record and distribute meeting minutes as necessary
• Arrange domestic and international travel plans, including flights, accommodations, itineraries, and logistics for the executive team
• Handle expense reports, document management, and filing systems; ensure accuracy and timeliness in all administrative tasks
• Assist with the planning and execution of company events, team offsites, and other executive-led initiatives
• Support special projects and initiatives as directed by the executive team, ensuring timely completion and alignment with goals
• Handle sensitive information with utmost discretion and professionalism
• Take care of our office in Lisbon, ensuring it is well-maintained, organized, and equipped to support daily operations and a positive work environment. Make sure our occasional visitors feel welcome and comfortable

Preferred Qualifications

• Proficiency in additional languages is a plus
• Previous experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting senior executives is preferred but not mandatory
• Experience in a SaaS company is a plus
• Proficiency in Microsoft Office and G-Suite, along with familiarity with project management tools (e.g., Asana, Trello), is a plus
• Previous experience in the travel industry is a big plus

Benefits

• Unlimited paid holiday days
• Start-up working environment
• WFH or work remotely
• Team buildings and company remote office
• Office in Brno and Lisbon
• Young and passionate team
• Refreshments and delicious coffee in the office area
• Hardware/ remote setup package
• Competitive salary and regular salary revaluation
• Bonuses based on company performance