Executive Assistant

We are seeking a highly organized and professional Executive Assistant to support our family office operations in Porto. The ideal candidate will be tech-savvy, detail-oriented, and capable of managing complex schedules while maintaining the highest level of confidentiality.

Responsibilities

• Manage complex calendars and coordinate meetings across multiple time zones using modern scheduling tools
• Organize and maintain digital documentation using Notion for knowledge management
• Handle sensitive communications and manage inbox workflows
• Assist with research and data gathering using AI tools like ChatGPT and Claude
• Coordinate team communication and projects through Slack
• Prepare and organize digital expense reports and handle reimbursements
• Coordinate virtual and in-person events and meetings
• Act as a liaison between executives and internal/external stakeholders
• Create and maintain standard operating procedures (SOPs) in Notion

Requirements

• 3+ years of experience as an Executive Assistant, preferably in a tech-forward environment
• Excellent written and verbal communication skills in English and Portuguese
• Strong organizational and time management skills
• Proficiency in modern workplace tools: Notion, Slack, Google Workspace
• Experience with AI tools like ChatGPT/Claude for research and content assistance
• Ability to maintain strict confidentiality
• Bachelor's degree preferred
• Flexibility to occasionally work outside normal business hours
• Valid passport and ability to travel internationally
• Having a driver's license is a plus

Perks & Benefits

• Competitive salary package
• Occasional all expenses covered trips to Tallinn, Estonia and other European Cities
• Comprehensive meal plans
• Premium health insurance coverage
• Childcare vouchers
• Latest MacBook Air
• Latest iPhone
• Paid subscriptions to essential work tools (Notion, ChatGPT Plus, etc.)
• Modern office in Porto, Portugal
• Flexible working hours and hybrid work options
• Company car