Executive Assistant & Office Manager ( Lisbon)

Sword Health is on a mission to free two billion people from pain as the world’s first and only end-to-end platform to predict, prevent and treat pain. 

With 67% of members achieving a pain-free life and a 70% reduction in surgery intent, at Sword, we are using technology to save millions for our 25,000 enterprise clients across three continents. Today, we hold the majority of industry patents, win 70% of competitive evaluations, and have raised more than $300 million from top venture firms like Founders Fund, Sapphire Ventures, General Catalyst, and Khosla Ventures.

Recognized as a Forbes Best Startup Employer in 2024, this award highlights our focus on being a destination for the best and brightest  talent. Not only have we experienced unprecedented growth since our market debut in 2020,  but we’ve also created a remarkable mission and value-driven environment that is loved by our growing team. With a recent valuation of $3 billion, we are in a phase of hyper growth and expansion, and we’re looking for individuals with passion, commitment, and energy to help us scale our impact. 

Joining Sword Health means committing to a set of core values, chief amongst them to “do it for the patients” every day, and to always “deliver more than expected” on behalf of our members and clients.

This is an opportunity for you to make a significant difference on a massive scale as you work alongside 900+ (and growing!) talented colleagues, spanning three continents. Your charge? To help us build a pain-free world, powered by technology, enhanced by people — accessible to all.

Introduction : The Executive Assistant & Office Manager will manage the calendars, travel, and communications for leadership team members, as well as oversee the smooth operation of the Lisbon office environment. This role requires a proactive, organized individual capable of anticipating needs, managing multiple priorities, and handling both executive and office management duties with discretion and professionalism.

What you'll be doing

• Manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties;
• Oversee office maintenance and liaise with property management, safety/ security, janitorial staff, internet and audio/visual services, and various vendors to ensure a well-stocked, clean, and functional workspace;
• Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands;
• Greet clients and internal/external visitors, promptly addressing or directing inquiries;
• Assist in organizing, scheduling, and executing onsite events;
• Handle incoming and outgoing phone calls, both internal and external.
• Manage leadership team members' calendarS and provide executive assistant support, namely;

-Coordinate and manage the calendars of leadership team members, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives.

- Proactively anticipate scheduling conflicts and make necessary adjustments to optimize leadership team members' time and availability;

- Arrange travel accommodations and itineraries for leadership team members, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency;

- Request to stakeholders meeting agendas, briefing materials, and necessary documentation for leadership team members' engagements, ensuring they are well-prepared and equipped for each interaction;

- Serve as a liaison between the leadership team members and internal/external stakeholders, managing communication and correspondence efficiently and professionally;

- Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures;

- Ensure strict confidentiality at all times.

What you need to have:

• Availability to work at the Lisbon office 5 days a week
• 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 Zoom

What we would love to see:

• Consulting background (law firm, banks) or start-up background