Executive Assistant

9 meses atrás

Porto, Portugal DH Group - Recruitment & Building Tempo inteiro

READ, WRITE AND SPEAK ENGLISH IS MANDATORY

Job Description:
The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO, Board of Directors, and Executive Team and managing the organization’s office.
This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Duties and Responsibilities:

- Acting as the point of contact among executives, employees, clients and other stakeholder (internal and external)
- Managing information flow in a timely and accurate manner
- Managing executives’ calendars and set up meetings

Duties and Responsibilities Details:

- Work directly with the CEO to support all aspects of his daily work routine.
- Manage complex CEO’s agenda including personal and confidential tasks, keep him/her advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Serve as a liaison (point of contact) between the CEO, first line management, staff and other stakehoders. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Draft, review and send communications on behalf of company executive(s)
- Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
- Provide hospitality to all guests and help to create a welcoming environment
- Answer and respond to phone calls, communicate messages and information to the executives
- Maintain various records and documents for company executive(s)
- Act as a liaison and provide support to the Board of Directors
- Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
- Work with the Executive Team to coordinate the CEO’s outreach activities.
- Provide event management support as requested.
- Other projects/duties as assigned for the overall benefit of the organization.

Work Experience Requirements:

- Work experience as an Executive Assistant, Personal Assistant or similar role
- Strong ability to execute work with a diversity, equity, and inclusion approach.
- Significant executive support experience, including supporting C-level executives.
- Strong verbal and written communication skills.
- Exceptional organizational skills and attention to detail.
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, and stakeholders.
- Make appropriate, informed decisions regarding priorities and available time.
- Ability to complete a high volume of tasks and projects with little or no guidance.
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Ability to switch gears at a moment’s notice.

Soft Skills and Competencies:

- Outstanding organizational and time management skills
- Ability to multitask
- Excellent verbal and written communications skills
- Discretion and confidentiality
- Ability to pay attention to detail
- Interpersonal skills
- Excellent understanding of frequently used computer software and programs, such as Microsoft Office
- English knowledge (proficiency) and second language will be a plus.

Education Requirements:

- High School degree
- High school diploma or certification is a plus

Work Conditions:

- Head Corporate Office

Send your detailed CV

**Job Type**: Permanent

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