Executive Assistant

Jobtailor; Lisboa; Presencial; EUR 35 000 - 52 000; Tempo integral

Resumo da oferta

Jobtailor is seeking an experienced Executive Assistant to support the CEO and EVP in Lisbon. You will manage calendars, coordinate travel, and handle confidential administrative tasks with discretion.

This role requires excellent organization, communication, and multitasking abilities, fluency in English, and proficiency with Microsoft Office and travel booking tools.

You will interact with internal teams and external partners, anticipate needs, and maintain smooth day-to-day operations.

Qualificações

• Previous experience as an Executive Assistant supporting senior leadership.
• Experience supporting founders, entrepreneurs, or private offices is valued.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• High level of discretion and reliability.
• Fluency in English and ability to handle confidential information.
• Availability for occasional urgent matters outside standard hours.

Responsabilidades

• Manage and coordinate professional and personal calendars for the CEO and EVP.
• Schedule meetings, appointments, and travel arrangements.
• Organize and book flights, hotels, transportation, and itineraries.
• Coordinate complex domestic and international travel, including visas and documents.
• Handle administrative and personal support tasks as required.
• Prepare, track, and update invoices and expense records.
• Coordinate with internal teams and external stakeholders.
• Act as a trusted point of contact between leaders and employees, service providers, banks, and other parties.
• Ensure smooth day-to-day operations and timely follow-up on actions.
• Maintain confidentiality and handle sensitive information with discretion.

Conhecimentos

Calendar management

Travel coordination

Discretion

Organization

Time management

Communication

Multitasking

Attention to detail

Microsoft Office

Travel platforms

English fluency

Relationship building

Ferramentas

Microsoft Office

Travel booking tools

Calendar apps

Document management systems

Descrição da oferta de emprego

Responsibilities

• 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

Requirements

• Previous experience working as an 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