Assistant to the Executive Director

About the role

We are seeking a proactive Assistant to the Executive Director to support our senior leadership in Lisbon. The role involves managing the executive’s schedule, coordinating meetings and travel, and ensuring smooth communication across departments.

Key responsibilities

• Manage diary, arrange meetings, conferences and complex travel itineraries.
• Communicate the manager’s instructions to various individuals/departments and gather information from other managers.
• Draft routine correspondence, prepare more complex documents for final approval, and refer advanced requests appropriately.
• Organise workflow, initiate follow‑up actions and keep regular meetings updated with correct attendees, taking minutes when required.
• Collate and issue regular business summaries and identify operational or regulatory risks for escalation.

Required profile

• Degree in Business Administration, Management, Marketing or Economics.
• Strong collaboration, communication and interpersonal skills with assertiveness.
• Ability to multitask in a fast‑paced, dynamic environment and meet tight deadlines.
• Resilience under pressure, strong analytical mindset and proactive problem‑solving.
• Discretion in handling confidential information and adaptability to competing demands.
• Excellent organization, prioritisation and active listening skills.
• Fluent in English (mandatory) and Portuguese.