Executive Assistant to CEO

Regenesis Materials; Lisboa; Presencial; EUR 53 000 - 68 000; Tempo integral

Resumo da oferta

Regenesis Materials is seeking an Executive Assistant to the CEO to build an operations engine that maximizes the CEO's effectiveness. You will design the calendar, manage communications, track tasks, and coordinate cross-functional projects in a fast-paced, global setting.

The role focuses on translating complex priorities into clear actions, improving workflows, and ensuring high-quality execution across strategic initiatives in design, sustainability, and materials innovation.

Qualificações

• 3–5+ years of experience in design management, creative strategy, innovation projects, or related fields.
• Background in industrial design, fashion, materials science, or sustainability is an advantage.
• Experience supporting C-level executives in fast-paced environments.
• Experience in startups or high-growth companies is highly preferred.
• Advanced English proficiency (written and spoken).

Responsabilidades

• Design and manage a highly optimized CEO calendar aligned with strategic priorities.
• Attend strategic meetings, capture structured notes, and define action points.
• Draft, edit, and refine internal and external communications for the CEO.
• Translate directives into structured tasks and track cross-functional execution.
• Build and continuously improve executive productivity systems and processes.

Conhecimentos

Executive support

Calendar management

Cross-functional coordination

Project management

Communication

Strategic thinking

Formação académica

Bachelor's degree in Business Administration/Management

Ferramentas

Google Workspace

Microsoft Office

ClickUp

Notion

Asana

Descrição da oferta de emprego

Regenesis is a sustainable materials innovation deep-tech company developing advanced recycled materials for the fashion and plastic industries. It was born as a spin-off after 6 years of sustainable product development with Pangea Movement.We are developing high performance recycled composites made from ocean bound plastic waste and captured CO2, using nanotechnology and AI, starting with eyewear, with a vertically integrated global partnership model.The company initially launched with a direct to consumer model producing sustainable outdoor products and recycled eyewear, selling products to thousands of customers online in 80 countries, that cleaned 120,000 kgs of plastic waste from the environment.We are now successfully transitioning to a B2B materials platform model to enable the same level of circularity and regenerative impact at a global industrial scale. We are supplying advanced recycled eyewear produced with our materials to global brands.Through our Regenesis 360 program, we provide a one-stop integrated ecosystem to enable eyewear companies to transition to a certified, low-carbon, circular-economy model compliant with existing and upcoming EU regulations.About the RoleWe are seeking a highly strategic, systems-oriented Executive Assistant to the CEO to build and manage a high-performance “Executive Operations Engine” that maximizes the CEO’s effectiveness, focus, and decision-making capacity.This role goes beyond traditional administrative support you will act as a force multiplier, structuring priorities, optimizing workflows, and ensuring seamless execution across the CEO’s agenda. You will translate complex, fast-moving priorities into clear actions, systems, and follow-ups, enabling speed without compromising quality.You will own the end-to-end executive support system: from calendar architecture and communication flow to meeting intelligence, task tracking, and cross-functional coordination. Working closely with leadership and key stakeholders, you will ensure alignment, accountability, and execution across strategic initiatives in a fast-paced, global environment. Key Responsibilities1. Executive Calendar & Priority ManagementDesign and manage a highly optimized CEO calendar aligned with strategic prioritiesContinuously reprioritize meetings and commitments based on business impactEnsure adequate focus time for deep work and decision‑makingAnticipate scheduling conflicts and proactively resolve them2. Meeting Intelligence & Execution SupportPrepare agendas, materials, and context for key meetingsAttend strategic meetings, capture structured notes, and define clear action pointsTrack follow-ups and ensure accountability across stakeholdersSupport execution of high-priority initiatives discussed in meetings3. Communication & Information FlowManage CEO’s inbox and key communication channels with speed and clarityDraft, edit, and refine internal and external communicationsEnsure critical information is filtered, prioritized, and actionedAct as a communication bridge between CEO and internal/external stakeholders4. Task & Project CoordinationTranslate CEO directives into structured tasks and track execution progressCoordinate cross-functional projects and ensure deadlines are metMaintain visibility on key initiatives and flag risks or delays earlySupport ad-hoc strategic projects and operational needs5. Executive Operations & System OptimizationBuild and continuously improve systems, workflows, and tools that enhance CEO productivityStandardize processes for recurring activities (meetings, reporting, communication)Manage travel planning and logistics with high efficiency and foresightEnsure operational excellence in all aspects of executive supportRequirements: Qualifications & Experience3–5+ years of experience in design management, creative strategy, innovation projects, or related fieldsProven experience in global design awards submissions or creative competitions is highly preferredBackground in industrial design, fashion, materials science, or sustainability is a strong advantageExperience working in cross-functional environments (R&D, Product, Marketing, Sustainability)Familiarity with circular economy, lifecycle analysis, and regenerative design principlesExperience in exhibitions, design events, or global collaborations is a plusAdvanced English proficiency (written and spoken)Skills & CompetenciesExceptional storytelling ability, translating complex technical and sustainability concepts into clear, compelling narrativesStrong understanding of circular systems, material innovation, and impact-driven designHigh level of organization with the ability to manage multiple high-stakes deadlinesStrategic thinking with strong attention to detailProject management and stakeholder coordination capabilitiesAnalytical mindset with the ability to evaluate performance and optimize outcomesProactive, resourceful, and adaptable in a fast-paced, innovation-driven environmentProcess OwnershipExecutive Productivity SystemOwn calendar, task management, and prioritization frameworksMeeting & Follow-up SystemEnsure structured meetings, clear outputs, and consistent execution trackingCommunication Management SystemOversee inbox, messaging flow, and information prioritizationCross-functional CoordinationAlign teams and stakeholders on CEO-driven initiativesOperational Efficiency FrameworkContinuously improve systems, tools, and workflows supporting the CEOQualificationsEducationBachelor’s degree in Business Administration, Management, or related fieldAdditional certifications in project management or operations are a plusExperience3–6+ years of experience as an Executive Assistant or in a similar high-responsibility roleProven experience supporting C-level executives in fast-paced environmentsStrong track record of managing complex schedules, communications, and prioritiesExperience in startups or high-growth companies is highly preferredExposure to cross-functional coordination and strategic projectsTechnical SkillsAdvanced proficiency in Google Workspace / Microsoft OfficeExperience with project management tools (e.g., ClickUp, Notion, Asana)Strong organizational and task management skillsExcellent written and verbal communication skills in EnglishAbility to create structured documents, reports, and presentationsHigh attention to detail and process optimization mindsetWorking ConditionsBased in Singapore with on-site presence required for close CEO collaborationFlexible working hours aligned with CEO schedule and global engagementsHigh-intensity, fast-paced environment with dynamic prioritiesOccasional travel required to support business activitiesOutcomes (First 6–12 Months)Establish a structured and highly efficient CEO calendar and prioritization systemImprove execution speed and follow-through on key initiativesEnsure all meetings have clear outputs, action points, and accountabilityStreamline communication flow and reduce noise for the CEOBuild reliable systems for task tracking and cross-functional coordinationSignificantly increase CEO productivity and focus on high-impact areasKPIsCEO Productivity Improvement (measured by time allocation & priority focus)Task Completion Rate (%) for CEO-driven initiativesMeeting Effectiveness Score (clear outputs, follow-ups executed)Response & Communication Efficiency (inbox turnaround time)Calendar Optimization (time spent on high-impact activities)Execution Speed (time from decision to implementation)