There are NO limits to your career: come shape the future and be part of a truly unique global culture at OutSystems!
A Senior Executive Assistant works closely with management at the Executive level to provide top level administrative support. They help leaders to make the best use of their time by dealing with secretarial, administrative and operational responsibilities. The Senior Executive Assistant that 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.
Responsibilities:
Supports a C-level executive and their VP’s by partnering with them in order to help them be more efficient and effective with their time
Manage executive calendars, acting as a gatekeeper to prioritize meetings and resolve scheduling conflicts, keeping executive informed on schedule changes
Arranges travel and optimizes travel arrangements (transportation, accommodations, agenda) based on executive travel needs and preferences. Manages complex itineraries, to include any changes. Processes related travel 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.
May attend meetings on the executive's behalf and liaise with external partners. Prepares, updates, and organizes information (using Google Workspace.) for inclusion in huddle boards, reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
Assists in keeping executives and their teams well organized, to include online retrieval and archiving on collaboration platforms such as Zoom and Slack
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:
5+ administrative experience supporting executive level leaders
Communication/Language: Excellent written and verbal.
Strong calendar management skills.
Excellent problem solving ability.
Strong work ethic and able to manage multiple tasks.
Ability to work effectively in a team environment.
Proven interpersonal skills and ability to interact with all levels of management, internally and externally.
Detail oriented with great accuracy.
Strong ability to handle confidential and sensitive information
Competency with AI tools such as ChatGPT, Claude, Notion AI to:
Draft communications, summarize meetings, generate insights, and structure documents.
Convert voice notes and strategic inputs into clean, actionable outputs (emails, memos, slides) in the executive's voice.
Assist with creating or editing presentations using AI tools that enhance slide structure, narrative flow.
Automate recurring workflows using AI (weekly digests, meeting agendas, follow-up trackers).
Pull insights from Slack threads, and other internal tools to create concise summaries and cross-functional briefs.
Auto-organize prep packets before meetings, including pre-reads and supporting documents.
The Longer Story:
Working at OutSystems
Our goal is to ensure that OutSystems is a place for bright, happy, and motivated people who share a common purpose and take pride in doing excellent work to pursue our vision of providing the AI-powered low-code development platform enterprise leaders trust to build, secure, and evolve their business applications, agents, and core systems. Our culture is focused on our core values of trust, customer success, innovation, and alignment. Our team members operate with transparency, integrity, and accountability, define success through the lens of the outcomes we deliver for our customers, push the boundaries with excellence, and work together toward our shared vision to deliver on what matters most.
What do we have to offer you?
A company that is always growing, changing, and innovating. We challenge each other to innovate in our products, in our team, and how we use our own technology. And we give our teams space to be proactive and creative.
Real career opportunities. We care about growth and development. Yes, vertical career progression is a possibility, but it's not the only one. From lateral moves and joining different teams to mastering specialized skills, we support your growth no matter what your goals are.
Work colleagues that are as smart, hard-working, and driven as you. We act as one global OutSystems team, taking ownership and working together toward a shared vision.
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.