Job description
Reporting Manager: COO
Location: Hybrid in Lisbon or NYC
Required Availability: Appointment starting on or before September 1st 2025
FTC: 1 year, maternity cover
About the Role We’re looking for a sharp, proactive Executive Assistant to step into an essential maternity cover role supporting our CEO and COO. You’ll manage day-to-day operations, keep priorities aligned, and ensure that scheduling runs as smoothly as possible. This role goes beyond calendar management though - it’s a unique opportunity to work closely with two of Nivoda’s senior leaders, gain exposure to strategic decision-making, and play a central role in a luxury technology business that’s scaling rapidly. If you’re organised, two steps ahead, and thrive in a fast-moving environment where no two days are the same - we’d love to hear from you.
About Us Nivoda’s growth trajectory has skyrocketed over the past 12 months, and we continue to expand across new regions at an unprecedented pace. Our DNA centers on understanding our customers’ needs and offering them a seamless experience. With a growing team based in major cities worldwide, including London, New York, Hong Kong, and Mumbai, Nivoda is becoming the go-to marketplace for the global jewelry industry.
We are bold, innovative, and relentless in our pursuit of excellence as we transform an industry steeped in tradition.
What You’ll Do
Manage diary for CEO and COO with minimal guidance, organising meetings, scheduling interviews responding to last minute requests and acting as a gate keeper to diaries to organise and optimise leader’s time
Coordinate frequent and complex domestic and international travel, including managing on-the-ground logistics and arranging visas where necessary
Complex end-to-end meeting management, including holding team accountable to action items and deliverables
Inbox management for CEO, occasionally replying for/on behalf of
Board secretarial duties, including meeting coordination, minute-taking, ratification of documents, and recording actions
End-to-end event planning and logistics, including All-hands, offsites, quarterly LT co-working, Christmas parties.
Personal/private support to CEO
CEO expense and morale budget management
Ad hoc support to the wider Leadership Team and business. This can include anything from writing visa letters to buying amazon vouchers
Provide proactive and strategic administrative support to executive leadership, including media appearances and presentations as necessary
Manage broader company schedules, including monthly business reviews and weekly standups
Basic Qualifications
3+ years experience as an Executive Assistant to a C-Suite leader
Experience within a start up/scale up environment
Highly autonomous, adaptable and calm under pressure
Preferred Qualifications
Preferred 3 years working with C-level executives in a global tech company
Very strong technical capability in Google calendar and G Suite
Demonstrated ability to structure calendar cadence to support long-term business objectives
Strong collaboration and teamwork experience
Concise and clear communications skills
High attention to detail
Ability to handle confidential information
What You’ll Get
Opportunity to shape the future of a rapidly scaling marketplace
Flexible, remote working arrangements
Generous holiday allowance
The chance to make a significant impact in a fast-paced, dynamic industry
