Executive Assistant - Lisbon

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. 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)

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