Executive and Personal Assistant ( Porto)
SWORD Health
Porto, Portugal
Posted on Nov 21, 2024
Introduction :
The Executive and Personal Assistant will manage the calendars, travel, and communications for leadership team members. This role requires a proactive, organized individual capable of anticipating needs, managing multiple priorities, and handling executive duties with discretion and professionalism.
What you'll be doing:
- 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.
What you need to have:
- 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
What we would love to see:
- Consulting background (law firm, banks) or start-up background
- 3+ years of experience as an Personal Assistant
To ensure you feel good solving a big Human problem, we offer:
- 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.