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)
