Assistant to the Boards – Executive Committee Support

About the role

The Gulbenkian Institute for Molecular Medicine is looking for an Assistant to the Boards to provide continuous, high‑level support to the Executive Committee, Board of Directors and Board of Trustees. The role ensures smooth governance processes, procedural compliance and effective coordination across the institute.

Key responsibilities

• Manage institutional documentation: receipt, circulation, signature, filing and routing in line with legal requirements.
• Coordinate the CEO’s agenda and the agendas of Executive Committee members, aligning them with strategic priorities.
• Organise and support meetings of the Executive Committee, Board of Directors and Board of Trustees, including scheduling, issuing notices and preparing supporting documents.
• Draft minutes, maintain systematic records and ensure proper closure of meetings.
• Collect, organise and systematise information to support decision‑making and monitor strategic matters.
• Handle institutional and scientific correspondence, invitations and communications with national and international entities.
• Arrange travel, institutional visits and guest reception, providing logistical support.
• Support the organisation of strategic events and monitor commitments arising from governance bodies.

Required profile

• Higher education degree or professional qualification in Executive Secretariat, Executive Assistance, Administrative Management or related fields.
• Significant experience in executive support, preferably within medium‑to‑large organisations or non‑profit foundations.
• Strong organisational and prioritisation abilities in demanding environments.
• High sense of responsibility, discretion and professional ethics.
• Excellent written and verbal communication skills in Portuguese and English.
• Awareness of governance dynamics and political‑organisational contexts.

Required skills