Executive Assistant & Team Operations Porto (hybrid) Porto

Executive Assistant & Team Operations Porto (hybrid)
Porto
Porto, Porto District, Portugal

We are helping medical doctors on their
-
- day, by creating a new digital ecosystem where they can easily access the most useful professional resources. By wasting less time searching for the content and tools they need, they have more time for what really matters: patients.

Tonic App is speeding up! We are conquering new markets, building even more amazing tools and our team is getting larger!

This is a great opportunity for you, if you are looking for an exciting career change in a
- growing
- up and if you want to be part of a talented and
- going team!

What do we expect?

For this role, we are seeking a highly organised, experienced and versatile Executive Assistant & Team Operations person to support our CEO on her
-
- day and all Tonic’s team. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to daily topics with a high level of professionalism and confidentiality. This is a great opportunity to grow and learn every day. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

Your responsibilities will include some of the following:

1. Be a liaison between the CEO and internal/external stakeholders, managing communication and correspondence efficiently and professionally.
2. Support the CEO in coordinating and preparing meetings and drafting minutes. Arrange and handle all logistics for Board meetings.
3. Complete a broad variety of tasks that facilitate the CEO’s ability to effectively lead the organisation, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
4. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
5. Manage and anticipate the CEO agenda, including scheduling meetings, appointments, travels, ensuring alignment with priorities and objectives; proactively anticipate scheduling conflicts and make necessary adjustments to optimise the CEO time and availability.
6. Work with the Coordination Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing projects.
7. Arrange travel accommodations and itineraries for other employees, when needed.
8. Manage all aspects of the organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows.
9. Be proactive in the selection of vendors and purchase equipment, services, and supplies necessary for operation of the organization.
10. Manage information systems operations including hardware, software, desktop support, telecommunications. Prepare budget recommendations.
11. Ensure the office is
    - maintained and functional.
12. Develop partnerships for employees with local entities.
13. Provide hospitality to all guests and help to create a welcoming environment.

Requirements:

1. Bachelor’s degree in Administration, Management, or a related or relevant field.
2. Proven experience as an Executive Assistant or in a similar role, preferably supporting C-level executives; office management experience will be an important plus.
3. High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, and funded partners.
4. Exceptional organizational and
   - management skills, with the ability to prioritize tasks and manage multiple responsibilities simultaneously.
5. Strong communication skills, both written and verbal, with the ability to interact professionally with all levels of the organization.
6. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
7. Proficiency in office software (e. g. , Microsoft Office Suite, Google Workspace) and familiarity with virtual communication tools.
8. Ability to maintain confidentiality and handle sensitive information with discretion.
9. Native Portuguese proficiency and professional working proficiency in English.
10. Problem-solving effectively and efficiently.
11. Multi-tasker with clear priority setting.
12. Friendly, energetic, proactive, responsible, practical, a team worker, rigorous and
    - oriented.

Contact

If you have questions about careers at Tonic App or want to submit a spontaneous application, contact us by email: