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