Executive Assistant to Chief Executive Officer Leiria

Executive Assistant to Chief Executive Officer

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Growth Partner for ambitious B2B Saa
S companies | CEO @ Outbound Catalyst | DM "growth" for more info

Executive Assistant to CEO (In-Person, Portugal)

About Us

Outbound Catalyst helps
- stage and scaling B2B Saa
S companies build outbound systems that drive growth. We run lean, move fast, and value people who take ownership. We’re now hiring an Executive Assistant to work directly with our CEO (and closely with our COO) as the organizational backbone of our leadership team.

This is an
- person role based in Leiria, Portugal, with flexibility for hybrid remote work (2 days
- person required during first 3 months).

Why This Role Exists

Our CEO is juggling strategy, client delivery, and growth. Your mission is to remove friction from their
-
- day, keeping projects organized, communication flowing, and calendars under control — so they can focus on the
- value work.

You’ll be a mix of project manager, gatekeeper, and
- hand partner who thrives on structure, foresight, and execution.

What You’ll Do

• Calendar & Inbox Management: Proactively manage a complex calendar, resolve conflicts, keep inbox at zero, and act as a communication filter.
• Task & Project Organization: Translate conversations and client communication into clear, actionable tasks — nothing slips through the cracks.
• Meeting Prep & Follow-Up: Prepare agendas, confirm attendees, take notes, and follow up on action items.
• Research & Briefing: Provide background briefs, research, and prep so the CEO always walks into meetings fully informed.
• Podcast & Content Support: Manage guest invites, logistics, and Linked
  In engagement.
• Admin Backbone: Handle recurring admin (HR, legal, finance) and knowledge base upkeep.
• Proactive Problem-Solving: Anticipate bottlenecks, spot misaligned priorities, and help keep the CEO focused on what matters most.
• Campaign Setup Support: Transfer campaign drafts from Notion into outreach tools (Smartlead, Lemlist, etc. ), apply spintax, and build lists from filters.
• Manage VAs and team as we grow into a bigger organization

What Success Looks Like

First 30 days

• Onboard into our tools, clients, and workflows.
• Own CEO calendar and inbox management.
• Assist in Linked
  In growth via our daily process (1–2h/day).

By 60 days

• Independently manage podcast operations and campaign setup.
• Confidently build lists and organize client communications into tasks.
• Screen candidates for open roles when needed.

By 90 days

• Act as the
  - to organizational partner for the CEO.
• Serve as a professional,
  - facing communicator when needed.
• Own recurring admin tasks and proactively improve workflows.

Who You Are

• Obsessed with detail and organization — you actually enjoy bringing order to chaos.
• Clear, concise communicator who can confidently represent the CEO with clients.
• Tech-savvy, comfortable with productivity tools (Notion, Smartlead, Linked
  In, Google Workspace).
• Thrives in
  - paced environments, with a strong bias for action and
  - solving.
• Loves planning, research, and anticipating needs before they’re spoken.

What We Offer

• A direct impact role with exposure to strategy, growth, and leadership.
• In-person collaboration with the CEO & COO (with flexibility for remote days).
• Fast learning curve and growth potential into Chief of Staff.
• A culture that values speed, ownership, and clarity.

How to apply

• Fill in this Tally form: https://tally. so/r/wg20l1
• We process applications on Thursdays and Fridays and will get back to you then.
• If you are selected, you will be invited for a 15-minute screening interview
• If that went well, you'll be given 24 hours to complete 2 tasks.
• Followed by a 30-min deep dive interview
• Followed by a proposal meeting

• Seniority level: Executive
• Employment type: Full-time
• Job function: Administrative
• Industries: Business Consulting and Services

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