Senior Executive Assistant

at  OutSystems

There are NO limits to your career: come shape the future and be part of a truly unique global culture at OutSystems!
We are looking for an Executive Assistant that will work closely with management to provide administrative support. They help C-suite executives to make the best use of their time by dealing with secretarial, administrative, and operational responsibilities.
The Executive Assistant we are looking for needs extensive knowledge of the organization in which she/ he works (to know who key personnel - both external and internal - and understand the organization’s aims and objectives).
Discretion and confidentiality are therefore essential attributes for a successful assistant.

Job responsibilities:

• Identifies the preferred method of support for assigned executives and appropriately accommodates working style
• Partners with executives to help them be more efficient and effective with their time, consistently maintaining strong communication.
• Manages executive calendars. Acts as a gatekeeper to include prioritization of meetings and resolving scheduling conflicts.
• Keeps executives informed of changes and helps to keep them on schedule.
• Triages and responds to various forms of communications based on executive needs and preferences.
• Assists executives with preparing for meetings, to include preparing materials, setting up agendas, obtaining materials in advance, and distributing materials.
• May attend meetings on the executive’s behalf and liaise with external partners. Prepares, updates, and organizes information (using PowerPoint, Excel, Word, etc.) for inclusion in huddle boards, reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
• Optimizes travel arrangements (transportation, accommodations, agenda) based on executive travel needs and preferences. Manages complex itineraries, to include any changes. Processes related expenses. Coordinates/assists with managing team meetings (staff meetings, town halls, quarterly on sites/off sites, team gatherings, etc.) whether virtual or in person. Assists with event planning.
• Assists in keeping executives and their teams well organized, to include online retrieval and archiving on collaboration platforms such as MS Teams and SharePoint, as well as supporting the Company’s records retention schedule.
• Learns and keeps informed of new tools and technologies to further executive productivity. Identifies and communicates useful functionality, and assists with troubleshooting.
• Assists with process and/or program management such as maintaining distribution lists, coordinating nominations, distributing updates, administering surveys, conducting research, obtaining resources, preparing documents, etc.

Requirements:

• 10+ years of relevant and progressively more responsible administrative experience, to include prior experience providing support at the executive level.
• Strong knowledge of administrative procedures, software applications (such as Microsoft Word, Excel, PowerPoint, Teams, Adobe Acrobat, etc.) records management systems, and other business procedures and terminology.
• Excellent organizational skills, time management skills and attention to detail, to include anticipating needs, being resourceful and proactive.
• Displays high degree of professionalism in order to maintain confidential information with discretion, deal with people tactfully, and help establish strong relationships and positive communication.
• Strong ability to read complex settings and respond to challenging people and/or circumstances with diplomacy and tact.
• Availability to work in-person in the Linda-a-Velha office 3 - 4 days per week

The Longer Story:
One of the fastest-growing B2B software companies in the world, OutSystems is on a mission to enable every organization to innovate through software. We are looking for talented and motivated people to join us in helping companies solve some of their most strategic business challenges, from modernizing their workplace processes to transforming their employee and customer experiences. As a member of the OutSystems global team, you will help build, deliver, manage, and evolve the software that is a low-code market leader and
preferred by professional developers
around the world.
OutSystems is a truly global company, with more than 525,000 developer community members, 1,700 employees, 400 partners, and thousands of active customers in over 87 countries and across 22 industries. Founded in 2001, OutSystems has offices in the United States, United Kingdom, the Netherlands, Germany, the UAE, Japan, Hong Kong, Malaysia, Australia, and Singapore, and of course has a thriving, worldwide community of remote employees.
Working at OutSystems
We do not have many rules, but we do have high standards and a culture of global collaboration. Our commitment to our culture is highlighted in
The Small Book of the Few Big Rules
, written by our Founder and CEO, Paulo Rosado. This commitment to culture landed us in the Forbes top cloud computing employers four years in a row.

We grow, change, and innovate, and give our teams the space to be proactive and creative.

• We care about growth and development. Vertical career progression is obvious, and we also encourage lateral moves, joining different teams, and mastering new skills.
• Global colleagues who are as smart, hardworking, and driven as you.
• Our DNA is disrupting the status quo. It is why our company exists.
• We “Ask Why” a lot. It helps us connect our individual work to the bigger picture and often uncovers a better, more agile way.

What do we have to offer you?

• A company that continues to grow, change and innovate, and gives our teams the space to be proactive and creative.
• Real career opportunities. We care about growth and development. Vertical career progression is an obvious possibility, but we also offer the possibility for lateral moves, joining different teams, and mastering specific skills.
• Work colleagues that are as smart, hardworking and driven as you – and a team that is global.
• A company culture that is based on transparency, teamwork and excellence (as promised in our

Small Book of the Few Big Rules

and delivered every day.)

• Disrupting the status quo is in our DNA. In fact, it’s why our company exists.
• We “Ask Why” a lot. It helps us connect our individual work to the bigger picture and sometimes even uncover a better way.

Are you ready for the next step in your career? Then we’d love to hear from you!
OutSystems nurtures an inclusive culture of diversity, where everyone feels empowered to be their authentic self and perform at their best. A company that embraces the creativity and innovation that comes through diverse perspectives. We are committed to creating a team that reflects society through inclusive programs and initiatives and are proud to be an equal opportunity employer. All qualified applicants receive equal consideration regardless of race, place of origin, color, age, marital status, religion, sex, sexual orientation, gender expression or identity, protected veteran status, disability status or any other status protected by law.
Join us in disrupting the status quo of the low-code market, we give you the power to “Ask Why”, you give our customers the power to innovate through software

• Identifies the preferred method of support for assigned executives and appropriately accommodates working style
• Partners with executives to help them be more efficient and effective with their time, consistently maintaining strong communication.
• Manages executive calendars. Acts as a gatekeeper to include prioritization of meetings and resolving scheduling conflicts.
• Keeps executives informed of changes and helps to keep them on schedule.
• Triages and responds to various forms of communications based on executive needs and preferences.
• Assists executives with preparing for meetings, to include preparing materials, setting up agendas, obtaining materials in advance, and distributing materials.
• May attend meetings on the executive’s behalf and liaise with external partners. Prepares, updates, and organizes information (using PowerPoint, Excel, Word, etc.) for inclusion in huddle boards, reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
• Optimizes travel arrangements (transportation, accommodations, agenda) based on executive travel needs and preferences. Manages complex itineraries, to include any changes. Processes related expenses. Coordinates/assists with managing team meetings (staff meetings, town halls, quarterly on sites/off sites, team gatherings, etc.) whether virtual or in person. Assists with event planning.
• Assists in keeping executives and their teams well organized, to include online retrieval and archiving on collaboration platforms such as MS Teams and SharePoint, as well as supporting the Company’s records retention schedule.
• Learns and keeps informed of new tools and technologies to further executive productivity. Identifies and communicates useful functionality, and assists with troubleshooting.
• Assists with process and/or program management such as maintaining distribution lists, coordinating nominations, distributing updates, administering surveys, conducting research, obtaining resources, preparing documents, etc