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Executive and Personal Assistant to the CEO

SWORD Health

SWORD Health

Administration
Porto, Portugal
Posted on Wednesday, July 3, 2024
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.

To ensure you feel good solving a big Human problem, we offer:

  • A stimulating, fast-paced environment with lots of room for creativity.
  • A bright future at a promising high-tech startup company.
  • Career development and growth, with a competitive salary.
  • The opportunity to work with a talented team and to add real value to an innovative solution, with the potential to change the future of healthcare.
  • A flexible environment where you can control your hours (remotely) with unlimited vacation.
  • Access to our health and well-being program (digital therapist sessions).
*Please note that this position does not offer relocation assistance. Candidates must possess a valid EU visa and be based in Portugal.