Personal Assistant to our Chief Marketing Officer

We are seeking a proactive and organized Personal Assistant to provide comprehensive administrative support to our Chief Marketing Officer. The Personal Assistant will play a critical role in assisting with daily tasks, managing schedules, coordinating meetings, and ensuring seamless communication between various departments. The ideal candidate should be detail-oriented, possess excellent communication skills, and have the ability to handle multiple priorities with efficiency and confidentiality. If you thrive in a fast-paced environment and are committed to supporting our executives in their day-to-day operations, we welcome your application.

Responsibilities:

Calendar Management: Efficiently manage and coordinate the executive’s calendar, including scheduling appointments, meetings, and conference calls. Proactively anticipate and address scheduling conflicts to optimize time management.

Communication: Act as the primary point of contact for the executive, screening and responding to incoming calls, emails, and messages. Relay important information promptly and accurately to relevant parties.

Travel Coordination: Arrange travel itineraries, including flights, accommodations, ground transportation, and necessary travel documents. Ensure travel arrangements align with the executive’s schedule and preferences.

Meeting Support: Prepare meeting materials, agendas, and presentations. Attend meetings when required, take minutes, and follow up on action items to ensure timely completion.

Administrative Tasks: Handle a variety of administrative duties, such as processing expenses, managing filing systems, and maintaining confidential documents.

Relationship Management: Build and maintain positive relationships with internal and external stakeholders, ensuring effective communication and collaboration.

Event Planning: Assist in organizing company events, conferences, and special occasions, ensuring smooth execution and attention to detail.

Research: Conduct research on various topics as requested by the executive, providing comprehensive reports and summaries for decision-making purposes.

Support Team Coordination: Collaborate with other administrative staff to ensure a cohesive and efficient support system for the executive team.

Requirements:

This is not a remote job you will have to report our CMO around Porto Portugal
Proven experience as a Personal Assistant or similar role, preferably supporting C-level executives.
Experience in working with marketing professionals and understand basic marketing processes
Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.
Strong written and verbal communication skills, displaying professionalism in all interactions.
Proficient in using office software and applications, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
High level of discretion and ability to handle sensitive and confidential information with utmost integrity.
Detail-oriented with a focus on accuracy in administrative tasks.
Flexibility and adaptability to handle changing priorities and work under pressure.
Proactive problem-solving skills and the ability to anticipate needs and provide solutions.
A positive attitude, strong work ethic, and a commitment to maintaining a professional image.

Education and Experience:

Bachelor’s degree in Business Administration, Communications, or a related field is preferred but not mandatory.
Proven experience as a Personal Assistant or in an administrative support role for at least 2-4 years.