Executive Assistant (FTC - 1 year)

Reporting Manager: COOLocation: Hybrid in Lisbon or NYC Required Availability: Appointment starting on or before September 1st 2025 FTC: 1 year, maternity cover About the RoleWe're looking for a sharp, proactive Executive Assistant to step into an essential maternity cover role supporting our CEO and COO. You'll manage day-to-day operations, keep priorities aligned, and ensure that scheduling runs as smoothly as possible. This role goes beyond calendar management though - it's a unique opportunity to work closely with two of Nivoda's senior leaders, gain exposure to strategic decision-making, and play a central role in a luxury technology business that’s scaling rapidly. If you're organised, two steps ahead, and thrive in a fast-moving environment where no two days are the same - we'd love to hear from you.About UsNivoda’s growth trajectory has skyrocketed over the past 12 months, and we continue to expand across new regions at an unprecedented pace. Our DNA centers on understanding our customers' needs and offering them a seamless experience. With a growing team based in major cities worldwide, including London, New York, Hong Kong, and Mumbai, Nivoda is becoming the go-to marketplace for the global jewelry industry.We are bold, innovative, and relentless in our pursuit of excellence as we transform an industry steeped in tradition.What You'll DoManage diary for CEO and COO with minimal guidance, organising meetings, scheduling interviews responding to last minute requests and acting as a gate keeper to diaries to organise and optimise leader’s timeCoordinate frequent and complex domestic and international travel, including managing on-the-ground logistics and arranging visas where necessaryComplex end-to-end meeting management, including holding team accountable to action items and deliverablesInbox management for CEO, occasionally replying for/on behalf ofBoard secretarial duties, including meeting coordination, minute-taking, ratification of documents, and recording actionsEnd-to-end event planning and logistics, including All-hands, offsites, quarterly LT co-working, Christmas parties.Personal/private support to CEOCEO expense and morale budget managementAd hoc support to the wider Leadership Team and business. This can include anything from writing visa letters to buying amazon vouchersProvide proactive and strategic administrative support to executive leadership, including media appearances and presentations as necessaryManage broader company schedules, including monthly business reviews and weekly standupsBasic Qualifications3+ years experience as an Executive Assistant to a C-Suite leaderExperience within a start up/scale up environmentHighly autonomous, adaptable and calm under pressurePreferred QualificationsPreferred 3 years working with C-level executives in a global tech companyVery strong technical capability in Google calendar and G SuiteDemonstrated ability to structure calendar cadence to support long-term business objectivesStrong collaboration and teamwork experienceConcise and clear communications skillsHigh attention to detailAbility to handle confidential informationWhat You’ll GetOpportunity to shape the future of a rapidly scaling marketplaceFlexible, remote working arrangementsGenerous holiday allowanceThe chance to make a significant impact in a fast-paced, dynamic industry

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