Executive Assistant & Office Manager (Lisbon)
- Lisboa
- 33.245-52.242 € por ano
- Permanente
- Horário completo
- Manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties;
- Oversee office maintenance and liaise with property management, safety/ security, janitorial staff, internet and audio/visual services, and various vendors to ensure a well-stocked, clean, and functional workspace;
- Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands;
- Greet clients and internal/external visitors, promptly addressing or directing inquiries;
- Assist in organizing, scheduling, and executing onsite events;
- Handle incoming and outgoing phone calls, both internal and external.
- Manage leadership team members' calendars and provide executive assistant support, namely:
- Coordinate and manage the calendars of leadership team members, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives.
- Proactively anticipate scheduling conflicts and make necessary adjustments to optimize leadership team members' time and availability;
- Arrange travel accommodations and itineraries for leadership team members, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency;
- Request to stakeholders meeting agendas, briefing materials, and necessary documentation for leadership team members' engagements, ensuring they are well-prepared and equipped for each interaction;
- Serve as a liaison between the leadership team members and internal/external stakeholders, managing communication and correspondence efficiently and professionally;
- Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures;
- Ensure strict confidentiality at all times.
- Availability to work at the Lisbon office 5 days a week (9 am to 6 pm typically);
- 3+ years of experience as an Executive Assistant and/or Office Manage;
- Strong verbal and written communication skills in both Portuguese and English;
- Proficiency with office management and meeting scheduling software, including Google Calendar, Gmail, and Google Meets.
- Consulting background (law firm, banks) or start-up background;
- Experience with Zip, Concur, Notion, Slack, and Navan.
- 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);
- Remote or Hybrid work policy.
- To get to know more about our Tech Stack, check
- Health, dental and vision insurance
- Meal allowance
- Equity shares
- Remote work allowance
- Flexible working hours
- Work from home
- Discretionary vacation
- Snacks and beverages
- English class