Executive Assistant & Office Manager

Executive Assistant & Office Manager

About Sword Health

Sword Health is a high-tech startup on a mission to free two billion people from pain. As a Forbes Best Startup Employer in 2025, we offer a stimulating, fast-paced environment with opportunities for creativity and career growth.

Job Summary

We are seeking a highly organized and motivated Executive Assistant & Office Manager to support our leadership team and ensure the smooth operation of our Lisbon office.

Responsibilities

• Manage calendars, travel arrangements, and communications for 3-4 leadership team members.
• Oversee all aspects of the Lisbon office environment, including reception, shipping, mail, kitchen upkeep, and building maintenance.
• Act as the primary point of contact for vendors, maintenance, and other office-related needs.
• Greet clients and visitors, handle incoming and outgoing phone calls, and provide exceptional customer service.
• Assist in organizing, scheduling, and executing onsite events.
• Provide executive assistant support, including coordinating calendars, scheduling meetings, and arranging travel accommodations.

Qualifications

• 3+ years of experience as an Executive Assistant and/or Office Manager.
• Strong verbal and written communication skills in both Portuguese and English.
• Proficiency with office management and meeting scheduling software, including Google Calendar, Gmail, and Google Meets.

Compensation & Benefits

• Salary range: €33,245 - €52,242 per year (base, variable, and equity).
• Comprehensive benefits package including health, dental, and vision insurance, meal allowance, equity shares, remote work allowance, flexible working hours, work from home options, discretionary vacation, snacks and beverages, and English classes.

Qualifications

Required:

• Experience: Minimum 3 years of proven experience as an Executive Assistant and/or Office Manager.
• Languages: Fluency in both Portuguese and English, both written and verbal.
• Software Proficiency: Demonstrated proficiency in office management and meeting scheduling software, including Google Calendar, Gmail, and Google Meets.
• Organizational Skills: Exceptional organizational and time management skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Communication Skills: Excellent interpersonal and communication skills, with the ability to interact professionally with individuals at all levels.
• Problem-Solving: Strong problem-solving and decision-making abilities, with the capacity to handle unexpected situations effectively.

Preferred:

• Experience supporting C-level executives in a fast-paced environment.
• Knowledge of office administration procedures and best practices.
• Experience with event planning and execution.

Key Responsibilities:

Executive Support:

• Manage calendars, travel arrangements, and communications for 3-4 leadership team members.
• Coordinate meetings, prepare agendas, and take minutes.
• Draft and edit correspondence, presentations, and other documents.

Office Management:

• Oversee the day-to-day operations of the Lisbon office, ensuring a smooth and efficient work environment.
• Manage reception, including greeting visitors and answering phone calls.
• Handle incoming and outgoing mail, shipping, and supply orders.
• Coordinate building maintenance and repairs.
• Maintain office equipment and supplies.

Event Coordination:

• Assist in planning and executing onsite events, including scheduling, logistics, and vendor management.

Sword Health Executive Assistant & Office Manager Hiring Workflow

1. Application Review: AI-powered screening analyzes resumes and cover letters for relevant skills and experience.

2. Phone Screening: Short phone interviews conducted by HR to assess communication skills and basic qualifications.

3. Skills Assessment: Candidates complete a short online assessment testing proficiency in office software and organizational skills.

4. Interview Rounds:

• First Interview: Meeting with the hiring manager to discuss experience, responsibilities, and company culture.
• Second Interview: Panel interview with team members to evaluate teamwork and interpersonal skills.

5. Reference Checks: Verification of candidate's previous employment and performance.

6. Decision & Offer: The hiring team makes a final decision and extends a formal job offer to the selected candidate.

This streamlined process ensures a fair and efficient evaluation of candidates, ultimately leading to the best fit for Sword Health's dynamic environment.

About Sword Health

Sword Health is a high-tech startup on a mission to revolutionize musculoskeletal (MSK) care and free two billion people from pain. As a Forbes Best Startup Employer, Sword Health fosters a stimulating, fast-paced environment where creativity and career growth thrive.

Backed by a $4 billion valuation, Sword Health leverages cutting-edge technology to deliver personalized, accessible, and effective MSK care. Their innovative platform combines AI-powered diagnostics, expert physical therapy, and engaging digital tools to empower individuals to take control of their health and achieve lasting pain relief.