Executive Assistant To CEO

Henley & Partners - The Firm of Global Citizens®; United States; Remote; USD 47,000 - 67,000; Full time

Job summary

Henley & Partners is seeking an experienced Executive Assistant to support the Group Chief Executive Officer in a remote role based in the Lisbon area. You will manage the CEO's calendar, coordinate complex travel, and liaise with senior leadership and external partners to ensure smooth operations.

The role requires five+ years of EA experience, strong organizational skills, and excellence in English communication.

Qualifications

• Minimum 5 years experience as an Executive Assistant supporting C-Level Executives.
• Minimum three years admin or project-related experience.
• Advanced proficiency in Microsoft Office.
• Excellent English communication, written and spoken.
• Ability to manage calendar, travel, and confidential communications.

Responsibilities

• Draft correspondence to conserve executive's time.
• Manage extremely active calendar and plan meetings and events.
• Arrange complex travel plans and related logistics.
• Liaise with senior leadership and internal stakeholders.
• Prepare travel documents and expense reconciliations.
• Support COO and Management Board as required.
• Prioritize conflicting needs and meet deadlines.

Skills

Executive EA experience

Admin & project experience

Organizational skills

Attention to detail

Flexibility & adaptability

Interpersonal skills

International experience advantageous

English communication

Education

Tertiary qualification for EA/PM

Tools

Microsoft Office Suite

Job description

Joining Henley & Partners

As the leading global citizenship and residency advisory firm for over two decades, Henley & Partners helps clients navigate the complex landscape of investment migration and citizenship planning.

Why Choose Henley & Partners?

• Global Impact: Make a difference by helping individuals and families access new opportunities and secure a brighter future through alternative citizenship and residency options.
• Cutting-Edge Expertise: Join industry pioneers providing innovative solutions and exceptional service through an extensive international network.
• Dynamic Culture: Work in a multicultural and inclusive environment with over 40 offices worldwide, fostering collaboration and personal growth.
• Continuous Learning: Benefit from ongoing professional development, training programs, and industry conferences to enhance your skills.
• Impactful Projects: Engage in high-profile projects that shape the future of investment migration and global mobility.
• Work-Life Balance: Enjoy flexible working arrangements and benefits that support your well-being.

…but that's enough about us, let's talk about you!

The role is responsible for effectively and efficiently coordinating the personal and professional schedule of the Group Chief Executive Officer providing executive support in a one-on-one working relationship, serving as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the Group CEO.

Responsibiities:

• Conserving the executive's time by drafting correspondence;
• Collecting and analyzing information and initiating telecommunications. In addition, serving as the liaison to the senior leadership team;
• Organizing and coordinating executive and external relations efforts and overseeing special projects;
• Manage an extremely active calendar of appointments, planning and project managing personal and professional meetings and events effectively - including logistics such as venues, equipment and catering;
• Research, prioritize, and follow-up on incoming issues and concerns addressed to the Group CEO including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response;
• Provide a bridge for smooth communication between the Group CEO office and internal business units demonstrating leadership to maintain credibility, trust and support with senior management staff;
• Work closely and effectively with the Group CEO commitments and responsibilities, following up appropriately; Provide leadership to build relationships crucial to the success of the organization, and manage a variety of special projects with organizational impact;
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal and confidential correspondence; producing information by transcribing, formatting, inputting, editing;
• Prioritize conflicting needs, handling matters expeditiously, proactively, and following through on deadline driven projects to successful completion;
• Arrange complex and detailed travel plans, itineraries, and agendas with an eye on costs and schedules in keeping with Group Travel Policy;
• Compiling documents for travel-related meetings and the necessary reconciliations post travel, such as credit card and expense claims;
• Support the Group Chief Operating Officer and other Members of the firm's Management Board as required.

Requirements:

• A relevant tertiary qualification for Executive Assistants and /or project management would be advantageous;
• Minimum 5 years experience in an Executive Assistant role supporting C-Level Executives in a fast-paced office environment with many interruptions and short deadlines;
• Minimum three years admin or project related experience;
• Proficiency in the full Microsoft Office Suite at an advanced level;
• Excellent English communication skills, both verbal and written;
• Strong organizational skills and decision-making skills;
• Strong attention to detail and accuracy of deliverables;
• Dedicated to the completion of tasks and meeting deadlines;
• Needs to be flexible and adaptable to keep abreast of ever changing demands;
• Strong interpersonal skills with an ability to work closely and collaboratively with various business units at a senior level;
• Exposure to an international environment advantageous.

Although the role is remote, the candidates need to be located in the Lisbon Metropolitan Area.

Join our team and be part of an organization that values innovation, fosters collaboration, and believes in the potential of its employees. We offer competitive compensation, comprehensive benefits, and a dynamic work environment that encourages growth and personal development.

We value your privacy and are committed to protecting your personal information. By applying to this vacancy, you confirm that you have read, understood, and agree to abide by our privacy policies. For more details about our Privacy Policy please visit: https://www.henleyglobal.com/privacy-policy

At Henley & Partners, we are committed to creating a diverse and inclusive workplace that values and respects all individuals. We welcome applicants from all backgrounds and identities and encourage candidates who bring a unique perspective to apply. We believe that our differences make us stronger and that diversity is essential to our success. We strive to create a culture where everyone feels included, heard, and valued, regardless of their race, ethnicity, gender, sexual orientation, age, religion, ability, or any other characteristic.