We are seeking an organized and detail-oriented Executive Assistant to support senior leadership in a fast-paced professional services environment. This role is based in Lisboa and requires exceptional multitasking and communication skills to ensure the seamless management of daily operations.

Principais responsabilidades

• Manage and coordinate professional and personal calendars for the CEO and Executive Vice President
• Schedule meetings, appointments, and travel arrangements
• Organize and book flights, hotels, transportation, and itineraries
• Coordinate complex domestic and international travel, including visas, travel documents, transfers, accommodation, restaurant bookings, and detailed itineraries
• Handle administrative and personal support tasks as required
• Coordinate selected personal administrative matters, including medical appointments, personal documentation, renewals, reservations, family logistics, and other private arrangements
• Prepare, track, and update invoices and expense records
• Process, reconcile, and follow up on business and personal expenses, ensuring appropriate documentation and clear separation where required
• Coordinate with internal teams and external stakeholders
• Act as a trusted point of contact between the CEO/EVP and employees, advisors, service providers, banks, clinics, travel providers, public offices, and other external parties
• Ensure smooth day to day operations and provide timely follow up on action items
• Maintain confidentiality and handle sensitive information with discretion
• Manage, organize, and securely file confidential documents, correspondence, contracts, identification documents, travel records, and other sensitive materials
• Anticipate needs, identify priorities, and ensure the CEO and EVP are prepared for meetings, travel, commitments, and deadlines
• Support office administration, including supplies, meeting logistics, courier coordination, visitors, and general executive office needs
• Support ad hoc projects and other executive assistance duties when needed
• Handle urgent or time-sensitive matters with calm, judgment, and appropriate escalation

Perfil desejado

• Previous experience working as a Executive Assistant supporting senior leadership
• Experience supporting founders, entrepreneurs, family-owned businesses, private offices, or senior executives with both professional and personal administrative needs is highly valued
• Strong organizational and time management skills
• Excellent communication and interpersonal abilities
• Ability to multitask and prioritize effectively
• High level of discretion, professionalism, and reliability
• Flexible and adaptable with a team oriented mindset
• Strong attention to detail and problem solving skills
• Proficiency with Microsoft Office, and travel booking tools
• Comfortable using calendar, email, document management, expense, and travel platforms
• Fluency in English
• High emotional intelligence, sound judgment, and the ability to work with confidential and personal information
• Service-oriented mindset, with the confidence to work independently and the maturity to handle sensitive situations appropriately
• Availability and flexibility to respond to occasional urgent matters outside standard office hours, when reasonably required

Benefícios adicionais

• Comprehensive benefits package, including health insurance (SA).
• Opportunity to work in a permanent role within a reputable professional services company in Lisboa.
• Collaborative and supportive work environment.
• Professional growth and development opportunities.
• Hybrid position