Executive Assistant to CEO Lisboa

Executive Assistant to CEO
Lisboa
Lisboa, Lisboa, Portugal

Executive Assistant to CEO/ Operations Manager

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Jet | e
Commerce HR agency

Executive Assistant to CEO/ Operations Manager

Join to apply for the Executive Assistant to CEO/ Operations Manager role at Scale
Jet | e
Commerce HR agency

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Our client, Veicolo Agency (www.veicolo. agency), is a growing force in luxury, fashion, apparel, and marketing. They're passionate about helping their clients shine, and they're looking for a self-starter with high accountability to join their team as an Executive Assistant to their CEO. If you're excited about growing a small business and have a natural passion for the luxury, fashion, apparel, and marketing industries, this could be your next big move!

This isn't your typical administrative role. They're looking for someone strategic who can help them build, organize, and optimize their operations as they scale.

What You'll Do:

Project & Process Implementation:

• Translate the CEO's vision into structured projects.
• Create project timelines and delegate tasks using PM tools like Click
  Up.
• Track project status and follow up with the team to ensure timely completion.
• Develop and implement internal workflows (e. g. , onboarding, campaign launches, content approvals).
• Document Standard Operating Procedures (SOPs) to turn
  - hoc tasks into repeatable playbooks.
  
  
  

• Research and evaluate new tools and software based on agency needs (e. g. , PM tools, creative AI, CRM).
• Compare pricing, features, and integration compatibility.
• Recommend the best options with clear pros and cons.
• Set up trials, test functionality, and present findings to the team.
  
  
  

• Organize and maintain central documentation across platforms like Google Drive and Notion.
• Create essential templates for proposals, client reports, and creative briefs.
• Help implement systems for efficient task tracking, knowledge sharing, and meeting notes.
  
  
  

• Support seamless team onboarding, including account setup, document access, and introductory materials.
• Maintain accurate organizational charts, directories, and internal information.
• Schedule and manage agendas for team meetings.
• Track accountability on team tasks and priorities to keep everyone aligned.
  
  
  

• Help the CEO prioritize initiatives and break down big ideas into actionable next steps.
• Proactively drive forward projects that are in progress.
• Anticipate potential roadblocks and flag them before they become issues, ensuring smooth operations.
  
  
  

• A
  - starter with a strong sense of accountability who thrives in a dynamic environment.
• A natural passion for and interest in luxury, fashion, apparel, and marketing the industries their clients operate in.
• Experience in a
  - facing business or agency environment is a big plus.
• Proven ability to translate goals into concrete projects and manage workflows.
• Experience with project management tools (Click
  Up experience is a plus!).
• Strong research and analytical skills for evaluating software and tools.
• Excellent organizational skills for building and maintaining internal systems.
• A proactive approach to
  - solving and anticipating needs.
• Exceptional communication and coordination skills.
  
  
  

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Business Consulting and Services

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