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Executive and Personal Assistant ( Porto)

SWORD Health

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.