Executive and Personal Assistant

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. 

Delivering a 62% reduction in pain and a 60% reduction in surgery intent, at Sword, we are using technology to save millions for our 2,500+ 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, General Catalyst, and Khosla Ventures.

Recognized as a Forbes Best Startup Employer in 2023, 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 $2 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 800+ (and growing!) talented colleagues, spanning two continents. Your charge? To help us build a pain-free world, powered by technology, enhanced by people — accessible to all.

We are seeking a highly skilled and organized Executive Assistant to support multiple C-level executives at our offices. This role involves managing daily administrative tasks, coordinating schedules and handling travel arrangements. The ideal candidate will be a proactive, detail-oriented professional capable of working independently and efficiently in a dynamic environment.

What you'll be doing:

• Manage the calendars of multiple C-level executives, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives;
• Proactively anticipate scheduling conflicts and make necessary adjustments to optimize the executives' time and availability;
• Arrange travel accommodations and itineraries for the executives, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency;
• Request meeting agendas, briefing materials, and necessary documentation for the executives' engagements, ensuring they are well-prepared and equipped for each interaction;
• Serve as a liaison between the executives 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.

What you need to have:

• 5+ years of experience in office management or other administrative roles;
• High availability and flexible hours to support other locations (namely US, working if necessary the working hours of the US time zone);
• Self-starter mentality, confidence, and adept problem-solving abilities are highly valued;
• Demonstrated sound judgment and the ability to make autonomous decisions;
• Hybrid work policy - we need this person to be present at the office some days in the week;
• Proven experience as an Executive Assistant or in a similar administrative role, preferably supporting C-level executives;
• Exceptional organizational and time-management skills, with the ability to prioritize tasks and manage multiple responsibilities simultaneously;
• Strong communication skills, both written and verbal, with the ability to interact professionally with all levels of the organization;
• Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with virtual communication tools (e.g., Zoom, Slack);
• Ability to maintain confidentiality and handle sensitive information with discretion;
• Fluent in Portuguese and English, both spoken and written;
• Must be in Porto or Lisbon.