Executive Assistant / AI Productivity Coordinator (m/f) - OVAR

Description

Job Summary: We are seeking an Executive Assistant / AI Productivity Coordinator to support Management in prioritization, scheduling, project management, and productivity enhancement using digital tools and AI. Key Highlights: 1. Direct contact with Management and strategic projects. 2. Opportunity to work with digital tools and artificial intelligence. 3. Dynamic environment with potential for professional development. We are a global specialist and leader in the production and distribution of visual communication products. We export to 82 countries and are recognized for Innovation, Quality, and Sustainability. We are a company committed to excellence and innovation. We offer a dynamic and collaborative work environment where you will have the opportunity to grow and develop your professional skills. We are looking for an Executive Assistant / AI Productivity Coordinator (m/f) to work at our headquarters in Esmoriz. We aim to strengthen our team to provide direct support to Management in managing priorities, emails, schedules, projects, and productivity. We seek a highly organized, discreet, proactive individual with excellent written communication skills and a strong interest in digital tools and artificial intelligence. This role will play a central part in preparing information, tracking tasks, monitoring projects, and transforming ideas, notes, and meeting content into clear action plans. Key Responsibilities: * Manage and organize Management’s email inbox; * Identify critical, urgent, and high-priority topics; * Draft replies and supporting documents; * Support schedule, meeting, and appointment management; * Prepare meetings by gathering context, documents, and decision points; * Summarize meetings, decisions, tasks, responsible parties, and deadlines; * Follow up on tasks with internal teams; * Organize scattered documents, notes, ideas, and information; * Support strategic and operational project management; * Transform notes, audio, and text into actionable plans; * Use digital and AI tools to enhance productivity; * Assist in creating reports, presentations, emails, and structured documents; * Maintain organized records of projects, deadlines, blockers, and next steps. Requirements: * Experience supporting CEOs, Management, General Directors, or executive support functions; * High level of organizational and priority management skills; * Excellent written and verbal communication skills; * Discretion, maturity, and sense of responsibility; * Ability to anticipate problems and needs; * Autonomy, proactivity, and persistence in following up on matters; * Proficiency in working with digital tools; * Interest in artificial intelligence and new productivity methodologies; * Ability to structure information and translate ideas into concrete actions; * Strong interpersonal relationship skills. Preferred Qualifications: * Outlook, Teams, Word, Excel, and PowerPoint; * Artificial intelligence tools, particularly ChatGPT or similar; * Task and project management tools; * CRM systems, especially Salesforce; * Power BI, at least at the level of reading and interpretation; * Preparation of presentations, reports, and executive documents; * Information research and organization. What We Offer: * Integration into a solid and growing company; * Direct contact with Management; * Participation in strategic and cross-functional projects; * A role with direct impact on organizational and corporate productivity; * Opportunity to work with digital tools and artificial intelligence; * A demanding, dynamic, and execution-oriented environment; * Potential for professional development. Applications: If you believe you match this profile, please send your CV referencing "Executive Assistant_2026" to: cv@bisilque.com Non-discrimination and Equal Access Policy: Bi-Silque promotes a non-discrimination and equal access policy. All applications will be handled in accordance with data protection legislation. Work Location: On-site