Executive Assistant & Office Manager
Sword Health
Job Summary
Sword Health is seeking an Executive Assistant & Office Manager for its Lisbon office. The role involves managing calendars, travel, and communications for 3-4 leadership team members, as well as overseeing the smooth operation of the Lisbon office environment. Responsibilities include managing office services, liaising with property management and vendors, greeting visitors, assisting with events, and handling phone calls. Executive assistant duties include coordinating calendars, anticipating scheduling conflicts, arranging travel, requesting meeting materials, serving as a liaison, and assisting with expense reporting, all while maintaining strict confidentiality. The company uses AI Care to improve patient lives and has experienced significant growth and funding.
Must Have
- Manage office services and maintenance
- Liaise with vendors and property management
- Greet visitors and handle inquiries
- Manage leadership calendars and travel
- Ensure confidentiality
- Portuguese and English fluency
- Proficiency in Google Suite
Good to Have
- Consulting or startup background
- Experience with Zip, Concur, Notion, Slack, Navan
Perks & Benefits
- Health, dental, and vision insurance
- Meal allowance
- Equity shares
- Remote work allowance
- Flexible working hours
- Work from home
- Discretionary vacation
- Snacks and beverages
- English classes
Job Description
Sword Health is on a mission to free two billion people from pain.
With 67% of members achieving a pain-free life and a 70% reduction in surgery intent, at Sword, we are using AI Care to change lives, and save millions for our 25,000+ enterprise clients across three continents. Today, we hold the majority of industry patents, win 70% of competitive evaluations, and have raised more than $300 million from top venture firms like Founders Fund, Sapphire Ventures, General Catalyst, and Khosla Ventures.
Recognized as a Forbes Best Startup Employer in 2025, this award highlights our focus on being a destination for the best and brightest talent. Not only have we experienced unprecedented growth since our market debut in 2020, but we’ve also created a remarkable mission and value-driven environment that is loved by our growing team. With a recent valuation of $4 billion, we are in a phase of hyper growth and expansion, and we’re looking for individuals with passion, commitment, and energy to help us scale our global impact.
Joining Sword means committing to a set of core values, chief amongst them to “do it for the patients” every day, and to always “deliver more than expected” on behalf of our members and clients.
This is an opportunity for you to make a significant difference on a massive scale as you work alongside 1000+ (and growing!) talented colleagues, spanning three continents. Your charge? To help us build a pain-free world, powered by AI, enhanced by people — accessible to all.
The Executive Assistant & Office Manager will manage the calendars, travel, and communications for 3-4 leadership team members, as well as oversee the smooth operation of the Lisbon office environment. This role requires a proactive, organized individual capable of anticipating needs, managing multiple priorities, and handling both executive and office management duties with discretion and professionalism.
What you’ll be doing:
- Manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties;
- Oversee office maintenance and liaise with property management, safety/ security, janitorial staff, internet and audio/visual services, and various vendors to ensure a well-stocked, clean, and functional workspace;
- Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands;
- Greet clients and internal/external visitors, promptly addressing or directing inquiries;
- Assist in organizing, scheduling, and executing onsite events;
- Handle incoming and outgoing phone calls, both internal and external.
- Manage leadership team members' calendars and provide executive assistant support, namely:
- Coordinate and manage the calendars of leadership team members, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives.
- Proactively anticipate scheduling conflicts and make necessary adjustments to optimize leadership team members' time and availability;
- Arrange travel accommodations and itineraries for leadership team members, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency;
- Request to stakeholders meeting agendas, briefing materials, and necessary documentation for leadership team members' engagements, ensuring they are well-prepared and equipped for each interaction;
- Serve as a liaison between the leadership team members and internal/external stakeholders, managing communication and correspondence efficiently and professionally;
- Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures;
- Ensure strict confidentiality at all times.
What you need to have:
- Availability to work at the Lisbon office 5 days a week (9 am to 6 pm typically);
- 3+ years of experience as an Executive Assistant and/or Office Manage;
- Strong verbal and written communication skills in both Portuguese and English;
- Proficiency with office management and meeting scheduling software, including Google Calendar, Gmail, and Google Meets.
What we would love to see:
- Consulting background (law firm, banks) or start-up background;
- Experience with Zip, Concur, Notion, Slack, and Navan.
To ensure you feel good solving a big Human problem, we offer:
- A stimulating, fast-paced environment with lots of room for creativity;
- A bright future at a promising high-tech startup company;
- Career development and growth, with a competitive salary;
- The opportunity to work with a talented team and to add real value to an innovative solution with the potential to change the future of healthcare;
- A flexible environment where you can control your hours (remotely) with unlimited vacation;
- Access to our health and well-being program (digital therapist sessions);
- Remote or Hybrid work policy.
- To get to know more about our Tech Stack, check here.
€33,245 - €52,242 a year
*This range includes base, variable and equity
These compensation bands are just the starting point. Once someone joins and proves they’re outlier talent, we adjust quickly to ensure their compensation aligns with their impact.
Our job titles may span more than one career level. Actual pay is determined by skills, qualifications, experience, location, market demand, and other factors. Compensation details listed in this posting reflect the base salary and any potential variable, bonus or sales incentives, and the Company’s estimation of the value of private company stock options, if applicable. The pay range is subject to change, future value of company stock options is not guaranteed, and compensation may be modified in the future. In addition to our total compensation, Sword offers a number of benefits as listed below.
Portugal - Sword Benefits & Perks:
• Health, dental and vision insurance
• Meal allowance
• Equity shares
• Remote work allowance
• Flexible working hours
• Work from home
• Discretionary vacation
• Snacks and beverages
• English class
Note: Please note that this position does not offer relocation assistance. Candidates must possess a valid EU visa and be based in Portugal.
Sword Health, which includes SWORD Health, Inc. and Sword Health Professionals (consisting of Sword Health Care Providers, P.A., SWORD Health Care Providers of NJ, P.C., SWORD Health Care Physical Therapy Providers of CA, P.C.*) complies with applicable Federal and State civil rights laws and does not discriminate on the basis of Age, Ancestry, Color, Citizenship, Gender, Gender expression, Gender identity, Gender information, Marital status, Medical condition, National origin, Physical or mental disability, Pregnancy, Race, Religion, Caste, Sexual orientation, and Veteran status.
3 Skills Required For This Role
Communication
Slack
Notion