Executive Assistant - Lisbon

Company Description

Beats Medical is a global leader in digital assessments, therapies, and biomarkers for Central Nervous System (CNS) Conditions and Rare Diseases. Our patented Colbolt platform provides seamless access to top-tier assessments and therapies with embedded digital biomarker capabilities—enhancing the understanding and treatment of these conditions. Our technology supports pharmaceutical partners across the clinical development lifecycle, from early R&D through post-commercialisation data collection.

Role Overview

We are seeking a highly capable and proactive Executive Assistant to support the CEO, along with the wider senior leadership team when required. This is a broad operational role requiring exceptional organisational ability, strong attention to detail, and the confidence to follow through on tasks and hold others accountable to meeting deadlines and deliverables in a timely manner.

This role is best suited to an experienced EA who is comfortable operating with a high degree of autonomy in a fast-moving environment where priorities can change quickly throughout the day. The successful candidate will be expected to use judgment, clarify ambiguity proactively and apply feedback

The successful candidate will play a central role in ensuring the smooth running of the CEOs’ day-to-day. This full-time role is based in Lisbon (remote) and is ideal for a detail-oriented, tech-savvy professional who thrives in a fast-paced, mission-driven environment.

Key Responsibilities

Executive Support

• Schedule and coordinate internal and external meetings across multiple time zones.
• Maintain the CEO’s calendar, manage email triage, and prioritise tasks effectively.
• Conduct all logistics, travel and accommodation booking in relation to the CEOs busy travel schedule.
• Ensure the CEO has high functionality and access to workflows, documentation and information to be able to conduct her daily business ‘while on the road’.
• Join client and internal calls as needed, taking ownership of follow-ups and next steps.
• Prepare agendas, meeting notes, and supporting materials.
• Support the wider Senior Leadership Team with coordination and operational tasks as required.
• Track SLT team deliverables and follow up to ensure commitments are met in a timely manner.
• Provide general executive support and administrative coordination.
• Support logistics for conferences and industry events, including travel booking and follow-through.
• Support logistics for company meetings, leadership offsites and team events
• Assist with the preparation and collation of Board and strategic stakeholder materials.
• Support the CEO with key systems, governance and compliance-related coordination, including tracking deadlines, scheduling reviews and ensuring required actions and documentation are followed through.
• Ensure required documentation, inputs and approvals are obtained within agreed timelines.

Client Communications & CRM

• Maintain accurate and up-to-date records within HubSpot CRM.
• Retrieve information and prepare summaries from the CRM to support the CEO with client communications.
• Ensure data accuracy and integrity across CRM and digital tools.
• Assist with outreach coordination and ensuring timely follow-up on client interactions.

Document Management & Proofreading

• Maintain and organise company documentation libraries, ensuring materials are current and accessible.
• Proofread client-facing documents as required - including proposals, presentation decks, and reports.
• Ensure consistency in formatting, tone, adherance to brand and accuracy across all company documentation.
• Coordinate document version control and manage internal review processes.

Process Improvement & Operational Effectiveness

• Identify opportunities to improve internal processes, information flow and document management.
• Support the implementation of tools and systems that improve efficiency across the organisation.
• Help improve meeting effectiveness and cross-functional coordination.

Required Experience & Skills

• 4+ years’ experience supporting senior executives in a fast-paced environment.
• Excellent organisational, planning, and project management skills.
• Strong written and verbal communication skills in English; able to draft and proofread high-quality content.
• Proactive and resourceful, with the ability to work independently and manage competing priorities.
• Strong IT skills including proficiency in Microsoft Office (Word, PowerPoint, Excel).
• Experience with CRM systems, ideally HubSpot.
• Professional and confident in client-facing situations.
• High attention to detail with a commitment to accuracy and follow-through.

Key Competencies

• Time Management – Able to prioritise effectively, meet deadlines, and ensure others do the same.
• Exceptional Communication – Clear, concise, and professional in both written and verbal formats.
• Accountability & Follow-Through – Takes ownership of tasks from initiation to completion.
• Problem-Solving – Proactive approach to identifying and resolving issues independently.
• Adaptability – Flexible and comfortable managing shifting priorities in a dynamic environment.
• Attention to Detail – Rigorous approach to accuracy across documents, data, and communications.

Preferred Qualifications

• Experience working in a start up, health, life sciences, or scientific environment.
• Experience maintaining document libraries or supporting compliance functions.
• Bachelor’s degree in Business Administration, Communications, or a related field.
• Fluent in English (additional languages are a plus)