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

Description

Job Summary: We are seeking an Executive Assistant / AI Productivity Coordinator to provide direct support to senior management, managing priorities, calendars, projects, and productivity. Key Highlights: 1. Opportunity to grow and develop professional skills 2. Role with direct impact on organizational structure and company productivity 3. Work with digital tools and artificial intelligence We are a global leader and specialist 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 senior management in managing priorities, emails, calendars, meetings, 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 outcomes into clear action plans. Main Responsibilities: * Manage and organize the senior management email inbox; * Identify critical, urgent, and high-priority topics; * Draft responses and supporting documents; * Support calendar, meeting, and appointment management; * Prepare meetings by gathering context, documents, and decision points; * Produce meeting summaries including decisions, action items, responsible parties, and deadlines; * Follow up on tasks with internal teams; * Organize documents, notes, ideas, and scattered information; * Support strategic and operational project management; * Transform notes, audio recordings, and text into actionable plans; * Use digital and AI-powered 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, senior management, General Directors, or similar executive support roles; * Exceptional organizational and priority management skills; * Excellent written and verbal communication skills; * Discretion, maturity, and strong 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 emerging 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. We Offer: * Integration into a stable and growing company; * Direct contact with senior management; * Participation in strategic and cross-functional projects; * A role with direct impact on organizational structure and company productivity; * Opportunity to work with digital tools and artificial intelligence; * A demanding, dynamic, and execution-oriented work environment; * Opportunities 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 Law. Work Location: On-site