Executive And Personal Assistant To The Ceo

We are looking for a highly skilled and organized Executive and Personal Assistant to support the CEO at Sword in our Porto office.Responsibilities:Manage the calendar of the CEO, including scheduling meetings, appointments, and conference calls ensuring alignment with priorities and objectives.Proactively anticipate scheduling conflicts and make necessary adjustments to optimize the executives' time and availability.Arrange travel accommodations and itineraries for the CEO, including flights, accommodations, ground transportation, and any necessary logistics taking into account preferences and efficiency in travel planning.Request meeting agendas, briefing materials, and necessary documentation for the CEO engagements.Serve as a liaison between the CEO, executives, and internal/external stakeholders, namely the board of directors.Manage communication and correspondence efficiently and professionally.Assist with expense reporting, reimbursement requests, and other financial support tasks.Provide personal support to the CEO, including managing personal appointments and handling personal errands.Qualifications:5+ years of experience in office management or other administrative roles.High availability and flexible hours to support other locations (namely US).Self-starter mentality, confidence, and adept problem-solving abilities.Demonstrated sound judgment and the ability to make autonomous decisions.Hybrid work policy – presence at the office required most days of the week.Proven experience as an Executive Assistant or in a similar administrative role, preferably supporting C-level executives.Exceptional organizational and time-management skills.Ability to prioritize tasks and manage multiple responsibilities simultaneously.Strong communication skills, both written and verbal - Fluent in Portuguese and English, both spoken and written.Ability to interact professionally with all levels of the organization.Proficiency in office software (e.g., Google Workspace).Manage confidential and sensitive personal information with the utmost discretion and integrity.*Please note that this position does not offer relocation assistance. Candidates must possess a valid EU visa and be based in Portugal.
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