Executive Assistants, newly started AI-company, Lisbon, Portugal

Nordic Jobs Worldwide, Oslo, Norge, is - for a customer - looking for 5 Executive Assistants for a newly started AI-company, Lisbon, Portugal.

About the role

As an Executive Assistant, you’ll be our go-to person for ensuring everything runs smoothly and efficiently. Together with a team of other assistants, you will handle various tasks, from coordinating schedules and meetings to managing correspondence and organising travel. Your role is essential in keeping us on track and helping us achieve our goals.

You will be working from our beautiful sea-viewed HQ in Estoril, 20 minutes from Lisbon. With your excellent organisational skills and proactive approach, you’ll create a supportive and productive environment.

You will be delegating and overseeing other assistants work, managing purchases, keeping records organised, and ensuring we stay within budget while optimising value.

We value informed decisions and efficient processes, so your knack for thorough research and sound judgement will be crucial in making smart decisions and streamlining operations.

Key Responsibilities:

• Calendar & Email Management: You will be responsible for organising and managing the founders' schedules with precision and ease. This includes prioritising, scheduling, and delegating emails, ensuring all communications are addressed promptly and effectively.
• Task Delegation: As the central coordinator, you will delegate tasks to other Virtual Assistants (VAs), ensuring smooth workflows and clear communication between team members.
• Household & Office Management: You will oversee the daily operations of the founders' residence, which also serves as their office. This includes communication with house staff such as the cook, cleaning crew, and masseuse, ensuring everything runs smoothly.
• Event Planning & System Creation: You will take charge of hosting events at the house and will be responsible for creating efficient systems to streamline operations. This includes coordinating logistics and ensuring all necessary materials for events and meetings are purchased and scheduled in advance.
• Team Collaboration: You will work closely with the rest of the assistant team, maintaining excellent communication and collaboration to uphold the harmonious working environment we've built. This role requires strong interpersonal skills as you navigate various personalities and needs within the team and household.
• Problem Solving: In a dynamic and fast-paced environment, challenges are inevitable. We trust you to tackle problems with a positive mindset, providing thoughtful solutions that align with our goals.
• Research & Decision-Making: You'll occasionally conduct thorough research to make informed purchasing decisions or evaluate the decisions and purchases made by Virtual Assistants, ensuring the best options are chosen for the founders' needs and events. Your ability to streamline processes will help us operate efficiently and effectively.

Other areas of work:

• Tech skills: The ideal candidate should have strong technical skills.
• You know how to use Google Softwares (Calendar, Gmail, Docs, Sheets, Slides, etc.)
• Familiarity with Notion, Motion and similar productivity tools is a valuable plus.
• Health supporting: We work in a healthy environment, and we want you to do so too. We prioritise healthy diet, lifestyle, balance in work and life, therapy and retreats. Please support us - and make us even better people.

Qualifications:

• You have a minimum of 3 years experience as an executive assistant, personal assistant or similar roles
• You love systems, planning and organising
• Your English skills are great
• You live (or want to live) in or around Lisbon, Portugal
• You are interested to know your team on a deeper level too
• It is a plus if you have experience in self-development
• If you can speak Danish it is also a plus

Permanent contract.
Full time.
Salary to be agreed upon.

More information:

Emilia Eckhoff Rønnest, [email protected]

How to apply?

send your application to [email protected] - as soon as possible



Om Nordic Jobs Worldwide

Vi er professionelle Nordiske rekrutteringsspecialister med fokus på at sammensætte de bedste jobmuligheder verden over for nordisktalende kandidater. 

Nordic Jobs Worldwide er det største sprogbaserede rekrutteringsbureau i den nordiske region. Over 2 år har vi rekrutteret og hjulpet over 1000 nordisktalende til deres drømmejob med vores klienter i over 28 forskellige lande.

www.nordicjobsworldwide.com