Executive Assistant Project Manager
Share
Job Location:
Monthly Salary:
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
Executive Assistant / Project Manager
Cascais Portugal
WHAT WE STAND FOR:
Our mission is to improve the life of organic family farmers in the Amazon rainforest while providing ethical and healthier ingredient alternatives (such as acai acerola guarana etc.) to the food pharmaceutical beverage and cosmetic industries around the globe.
PURPOSE OF ROLE:
An exciting opportunity has arisen for a highly organized and motivated Executive Assistant / Project Manager to report directly to the CEO. This critical role serves as the CEOs right hand enabling him in both professional and personal duties and acting as the orchestrator for the other teams activities across the business. The ideal candidate will demonstrate creative solution-based thinking and whilst this role will suit a high performing highly motivated individual its important to us that they are a team player that would thrive in an energetic fun and diverse workplace with a strong willingness and ability to liaise with people at all levels of the business.
KEY RESPONSIBILITIES
- Provide high-level confidential administrative and personal support to the CEO.
- Manage the CEOs complex calendar schedule meetings and coordinate travel (domestic and international).
- Act as the primary point of contact and intermediary between the CEO and internal teams clients and external partners.
- Orchestrate cross-functional activities by tracking project timelines following up on deliverables and ensuring company-wide alignment with the CEOs strategic vision.
- Prepare and edit correspondence communications presentations and other documents for the CEO often involving sensitive and confidential information.
- Lead and manage small-to-mid-size strategic projects as assigned driving them from initiation through execution and closure.
- Organize and prepare materials for Board meetings leadership reviews and all-hands meetings including minute-taking and distributing action items.
- Manage and reconcile the CEOs expenses and track key budget components.
- Coordinate external communications and press inquiries flow ensuring all requests are directed to the appropriate team member.
- Assist in the planning and logistical execution of key communication events or media engagements.
SKILLS & EXPERIENCE REQUIRED:
- Minimum 3 years of strong experience in an Executive Assistant Chief of Staff or Project Management role reporting to C-level executives.
- Minimum a bachelors degree in Business Administration Project Management or any related field.
- Fluent level of English and Portuguese both written and oral is essential.
- Demonstrated interest and practical use of AI tools (e.g. ChatGPT) for drafting communications summarizing data generating initial project plans and enhancing overall efficiency.
- Proficiency in Excel (pivot tables VLOOKUP data analysis) and ability to build new sheets as required.
- Experience with ERP software (knowledge of Odoo is a plus).
- Trade Finance understanding is a plus.
- Willingness to travel locally and internationally (driving license required).
- Detail-oriented mindset with strong problem-solving and organizational skills.
- Ability to manage multiple tasks and deadlines in a fast-paced environment.
- Basic knowledge of media relations or corporate communication principles.
- Experience in coordinating logistics for events or meetings involving external stakeholders.
PERSONAL ATTRIBUTES:
- Accurate and efficient working attitude.
- Well-organized and flexible.
- Solutions-oriented and capable of setting priorities.
- Excellent monitoring and people management skills.
- Goal-oriented and decision-making skills.
- Demonstrated ability to maintain the highest level of confidentialityanddiscretion.
Required Experience:
IC
Key Skills
- Bluebeam
- Construction Estimating
- Construction Experience
- ProCore
- Microsoft Outlook
- Prolog
- Construction Management
- Project Engineering
- Project Management
- Project Management Software
- Microsoft Project
- Budgeting
About Company
We are a Brazilian-Belgian company who are recognised as a trusted partner to the most demanding global businesses. We have a proven track record of consistently delivering high quality, organic certified, food grade raw ingredients and consumable products.
