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.

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.