Executive Business Assistant Lisboa

This role requires a disruptive Executive Business Assistant to provide comprehensive administrative support to senior executives and to help manage an office from scratch. The position is based in Lisboa.

A
- established organization within the business services industry, known for its professional approach and commitment to excellence. The company operates as a
- sized entity, offering structured support and development opportunities for its employees.

Description

In accordance with the Firm's brand standards, prepare all production work associated with executing a search assignment from start to finish, including qualification packages for potential new searches, proposal and confirmation letters, position specifications, target lists, progress reports, candidate presentations, reference reports, closeout letters, and candidate and client correspondence.

Close out completed searches and organize all material associated with the search in accordance with audit requirements.

Work closely with client organizations to schedule candidates for interviews, including assistance with hotel reservations, air travel, directions, and other search‑related requirements.

Ensure that clients are properly billed in accordance with any special terms; monitor accounts receivables; review monthly client billing worksheets and consultant corporate card statements for charges to be allocated to relevant searches.

Manage and maintain consultant(s) calendar and coordinate trip schedules, making all travel and associated arrangements. Prepare monthly expense reports and ensure accuracy of the allocation of client‑related expenses.

Provide assistance with additional office responsibilities, including but not limited to reception/front desk/switchboard coverage, supporting multiple consultants, IT liaison, software trainer, document proofreading and quality assurance, client meeting preparation, special office projects, social functions and any other tasks identified by the office Administrative Manager on an ad‑hoc basis.

Profile

• Minimum of 5-7 years of experience as an Executive Assistant or comparable position
• Experience in a professional services environment is preferable
• Minimum of 1-2 years of experience working within a global organization, ideally in teams across LATAM and Americas
• Cultural savviness/openness; ability to adapt to, and collaborate with, multiple country and regional cultures
• Experience coordinating complex logistics and projects with multiple stakeholders
• Excellent written and verbal communication skills
• Experience communicating with stakeholders at the board, C‑suite, and senior executive levels
• Excellent proofreading skills, including reading for content and messaging
• Expert user of Office Applications (Word, Excel, Power
  Point and Outlook)
• Experience working with a database is considered a significant asset

Job Offer

• Competitive annual salary
• Opportunity to work in a mid‑sized organization with a professional environment

Desired Skills and Experience

• Undergraduate degree
• Minimum of 5-7 years of experience as an Executive Assistant or comparable position
• Experience in a professional services environment is preferable
• Minimum of 1-2 years of experience working within a global organization, ideally in teams across LATAM and Americas
• Cultural savviness/openness; ability to adapt to, and collaborate with, multiple country and regional cultures
• Strong project coordination/management skills
• Experience coordinating complex logistics and projects with multiple stakeholders
• Excellent written and verbal communication skills
• Experience communicating with stakeholders at the board, C‑suite, and senior executive levels
• Excellent proofreading skills, including reading for content and messaging
• Expert user of Office Applications (Word, Excel, Power
  Point and Outlook)
• Experience working with a database is considered a significant asset

Seniority level

Mid‑Senior level

Employment type

Full‑time

Job function

Administrative

Industries

Executive Search Services