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Conetic Group
Portugal · remote · Salary not listed
Conetic is an innovative global company dedicated to transforming the flying experience by making the passenger journey engaging and truly memorable.
We specialize in comprehensive media services, with a focus on creating more personalized and engaging experiences for travelers at every step of the journey.
By uniting Touch Inflight Solutions and ABOVE, Conetic brings together a leading IFE content service provider and a robust cloud-based media distribution platform. This combination of curated content, data-driven personalization, and an automated cloud media supply chain enables airlines to deliver fresh, personalized content to passengers faster and more efficiently through a seamless, end-to-end solution.
We are looking for a highly organized and proactive Executive Assistant to provide dedicated support to our CEO and Executive Vice President. This role requires someone who is professional, adaptable, discreet, and capable of managing both business and personal administrative responsibilities in a fast-paced, high-trust environment.
The ideal candidate will have previous experience supporting senior executive leadership and will be comfortable working closely with a dynamic leadership team. The role requires excellent judgment, discretion, and the ability to handle sensitive business and private administrative matters with confidentiality and care.
This position supports the CEO and Executive Vice President across both company-related responsibilities and selected private administrative matters connected to the principals, including travel, appointments, documentation, household-related coordination, and other personal logistics as required.
Manage and coordinate professional and personal calendars for the CEO and Executive Vice President
Schedule meetings, appointments, and travel arrangements
Organize and book flights, hotels, transportation, and itineraries
Coordinate complex domestic and international travel, including visas, travel documents, transfers, accommodation, restaurant bookings, and detailed itineraries
Handle administrative and personal support tasks as required
Coordinate selected personal administrative matters, including medical appointments, personal documentation, renewals, reservations, family logistics, and other private arrangements
Prepare, track, and update invoices and expense records
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Process, reconcile, and follow up on business and personal expenses, ensuring appropriate documentation and clear separation where required
Coordinate with internal teams and external stakeholders
Act as a trusted point of contact between the CEO/EVP and employees, advisors, service providers, banks, clinics, travel providers, public offices, and other external parties
Ensure smooth day to day operations and provide timely follow up on action items
Maintain confidentiality and handle sensitive information with discretion
Manage, organize, and securely file confidential documents, correspondence, contracts, identification documents, travel records, and other sensitive materials
Anticipate needs, identify priorities, and ensure the CEO and EVP are prepared for meetings, travel, commitments, and deadlines
Support office administration, including supplies, meeting logistics, courier coordination, visitors, and general executive office needs
Support ad hoc projects and other executive assistance duties when needed
Handle urgent or time-sensitive matters with calm, judgment, and appropriate escalation
Previous experience working as a Executive Assistant supporting senior leadership
Experience supporting founders, entrepreneurs, family-owned businesses, private offices, or senior executives with both professional and personal administrative needs is highly valued
Strong organizational and time management skills
Excellent communication and interpersonal abilities
Ability to multitask and prioritize effectively
High level of discretion, professionalism, and reliability
Flexible and adaptable with a team oriented mindset
Strong attention to detail and problem solving skills
Proficiency with Microsoft Office, and travel booking tools
Comfortable using calendar, email, document management, expense, and travel platforms
High emotional intelligence, sound judgment, and the ability to work with confidential and personal information
Service-oriented mindset, with the confidence to work independently and the maturity to handle sensitive situations appropriately
Availability and flexibility to respond to occasional urgent matters outside standard office hours, when reasonably required
Prior experience as an Personal Assistant, Private PA, or Office Manager supporting C-level executives
Experience coordinating international travel, medical appointments, personal documentation, and external service providers
This role will involve access to confidential business, personal, financial, travel, and health-related information. The successful candidate must demonstrate the highest standards of integrity, confidentiality, discretion, and professional boundaries at all times.
Conetic Group is committed to fostering an inclusive and diverse work environment, where all individuals are treated with respect, dignity, and fairness. We believe in providing equal opportunities for employment and advancement, regardless of factors such as race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected characteristic. This policy sets forth our commitment to promoting equal opportunity and diversity within our organization.
Originally posted on Himalayas