Executive Assistant to the Managing Director - Oeiras

Reporting to the Country Manager the main responsibilities will be:

Strategically manage and prioritise the Managing Director agenda, aligning time allocation with business priorities;

Prepare and manage daily and weekly schedules, dynamically adapting to urgent matters;

Manage emails, meeting requests, and communications on behalf of the Managing Director;

Draft correspondence and manage strategic follow-ups (decisions, commitments, deadlines);

Act as primary interface with key stakeholders (Board members, leadership team, external partners);

Protect the Managing Director's time and attention, functioning as an effective gatekeeper;

Manage Managing Director's executive expenses, reimbursements, and reporting;

Monitor critical deadlines and key deliverables;

Coordinate Executive Committee, Board, and cross-functional strategic meetings;

Prepare the Board for meetings by providing context, objectives, participants, and materials;

Organize presentations, reports, and supporting documentation;

Ensure alignment among participants in advance of meetings;

Take executive-level meeting notes and track actions and decisions;

Ensure strict confidentiality of sensitive information;

Coordinate international visits, including agenda alignment, institutional preparation, documentation, and outcome tracking;

Organize related dinners and team-building activities during international visits;

Manage end-to-end domestic and international travel;

Handle travel contingencies and last-minute changes;

Coordinate corporate events, offsites, and institutional initiatives led by Executive Management, ensuring alignment with organizational objectives and brand standards;

Maintain structured digital and physical filing systems;

Prepare executive-level presentations and materials;

Conduct research and gather information to support leadership decision-making;

Handle sensitive and confidential information with absolute discretion;

Manage access to information and ensure appropriate information flow;

Clearly distinguish between information for awareness and information requiring action;

Represent leadership style, values, and professionalism across the organization;

Act as a trusted reference point for internal stakeholders:

Support the Managing Director in managing time, energy, and leadership effectiveness;

Facilitate strong internal communication and collaboration;

Anticipate organizational risks and emerging tensions.