Executive Assistant

Conetic

Executive Assistant supporting CEO and Executive Vice President at Conetic. Responsible for managing calendars, travel arrangements, and personal administrative matters.

Posted 6/23/2026full-timeLisbon • 🇵🇹 PortugalMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Manage and coordinate professional and personal calendars for the CEO and Executive Vice President
Schedule meetings, appointments, and travel arrangements
Organize and book flights, hotels, transportation, and itineraries
Coordinate complex domestic and international travel, including visas, travel documents, transfers, accommodation, restaurant bookings, and detailed itineraries
Handle administrative and personal support tasks as required
Coordinate selected personal administrative matters, including medical appointments, personal documentation, renewals, reservations, family logistics, and other private arrangements
Prepare, track, and update invoices and expense records
Process, reconcile, and follow up on business and personal expenses, ensuring appropriate documentation and clear separation where required
Coordinate with internal teams and external stakeholders
Act as a trusted point of contact between the CEO/EVP and employees, advisors, service providers, banks, clinics, travel providers, public offices, and other external parties
Ensure smooth day to day operations and provide timely follow up on action items
Maintain confidentiality and handle sensitive information with discretion
Manage, organize, and securely file confidential documents, correspondence, contracts, identification documents, travel records, and other sensitive materials
Anticipate needs, identify priorities, and ensure the CEO and EVP are prepared for meetings, travel, commitments, and deadlines
Support office administration, including supplies, meeting logistics, courier coordination, visitors, and general executive office needs
Support ad hoc projects and other executive assistance duties when needed
Handle urgent or time-sensitive matters with calm, judgment, and appropriate escalation

Requirements

What you’ll need

Previous experience working as an Executive Assistant supporting senior leadership
Experience supporting founders, entrepreneurs, family-owned businesses, private offices, or senior executives with both professional and personal administrative needs is highly valued
Strong organizational and time management skills
Excellent communication and interpersonal abilities
Ability to multitask and prioritize effectively
High level of discretion, professionalism, and reliability
Flexible and adaptable with a team oriented mindset
Strong attention to detail and problem solving skills
Proficiency with Microsoft Office, and travel booking tools
Comfortable using calendar, email, document management, expense, and travel platforms
Fluency in English
High emotional intelligence, sound judgment, and the ability to work with confidential and personal information
Service-oriented mindset, with the confidence to work independently and the maturity to handle sensitive situations appropriately
Availability and flexibility to respond to occasional urgent matters outside standard office hours, when reasonably required

Benefits

Comp & perks

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Hard Skills & Tools

calendar managementtravel coordinationinvoice trackingexpense reconciliationdocument managementschedulingmeeting logisticsconfidentiality managementproblem solvingattention to detail

Soft Skills

organizational skillstime managementcommunication abilitiesinterpersonal skillsmultitaskingprioritizationdiscretionprofessionalismflexibilityemotional intelligence