About Intent HQ

Recognised by the Financial Times as one of the FT1000 Fast growing companies in Europe in 2022 and 2023, Intent HQ is a leader and innovator in Customer AI Analytics and Data Science with a blue chip international enterprise customer base and solid financial backing from our investors. Our mission is to become the world’s preeminent Customer Intent platform by bringing together privacy-first signals intelligence, proprietary behavioural AI/ML analytics & uniquely accessible enterprise insights into a single platform that organisations will use to build more genuine, sustainable and profitable relationships with their customers. . Our initial focus solved problems for clients in the telecommunications sector, including Verizon & Orange. We have since expanded into the Financial Services, Retail and Social Media sectors including HB Reavis and Zurich Group as clients to name a few.

Our clients typically have tens of millions of customers and billions of interaction events each day. We have developed our platform to handle data at this enormous scale efficiently. Intent HQ is unique because we've focused on understanding customer interaction data. We do the hard-specialised work leaving our clients free to focus on integrating the insight into their business, with one Client seeing an additional £26m annual revenue as a result of using our products and services.

Intent HQ is an exciting place to work, we are very proud to have made our debut on the FT1000 Fastest Growing Companies in Europe for 2022! We have a talented team of circa 100 -people (and growing!) based in & around London, Barcelona, Lisbon and New York & Tel Aviv, collectively speaking over 15 languages!

Why Join Us:

• Exciting Work Environment: Cutting-edge technology at the intersection of AI and data analytics.

• We are Winners: AI Company of the year 2024 & Best inTech Employer Women in Tech awards 2022 & 2023

• Growth Opportunities: Advance your career in a fast-paced, innovative industry.

• Hybrid working: Pattern agreed with line manager

Overview

We are seeking a proactive and highly organised Executive Admin Coordinator to provide administrative and operational support across the Portugal-based leadership team.

The purpose of this role is to streamline day-to-day leadership administration — including scheduling, coordination, follow-ups and office support — so leaders can stay focused on strategic priorities.

This is a shared support role, working across leadership and supporting our Portugal office coordination.

You’ll need to be comfortable working independently, spotting what needs doing, and taking ownership of tasks through to completion.

Key Responsibilities

Leadership Support

• Diary & calendar coordination and meeting scheduling across time zones

• Inbox triage and correspondence support where required

• Preparing meeting materials, agendas and follow-up

• Tracking actions and ensuring deadlines are met

• Travel coordination (flights, accommodation, itineraries)

• Supporting leadership reporting preparation

• Liaising with 3rd parties, suppliers etc (in Portuguese)

• General admin duties

Office & Local Operations (Portugal)

• Acting as a local coordination point in Portugal

• Liaising with service providers or vendors as needed

• Supporting documentation, filings and general administrative compliance

• Organising occasional in-person meetings or leadership visits

Operational Administration

• Maintaining organised document systems

• Assisting with light project coordination

• Supporting internal communications logistics

• Helping streamline administrative processes
  
  Working Pattern

• Ideally mornings, Monday–Friday (approx. 3–4 hours per day) (we are open to sensible alternative working patterns)

• *Need to be available throughout whole of August

• Some flexibility required in busier times

Skills & Experience

• Fluent Portuguese (required)

• Strong written and spoken English

• Previous experience in executive support, operations, or office coordination

• Highly organised and detail-oriented

• Discreet and trustworthy

• Comfortable working independently

• Strong digital skills (Google Workspace)

• Experience working with international teams preferred

Personal Attributes

• Calm under pressure

• Leans in and wants to help

• Anticipates needs before being asked

• Structured and methodical

• Professional and diplomatic

• Comfortable supporting senior stakeholders
  
  

Contractual information

This role will be contracted on a self-employed basis under Portuguese Recibos Verdes. The successful candidate must be registered as self-employed in Portugal and able to issue green receipts for services rendered.

• Competitive hourly or monthly retainer rate depending on experience

Diversity & Inclusion

Intent HQ is an equal opportunities employer with an ethos of commitment to promoting and practicing diversity, equality and inclusion at work. At IHQ, different perspectives, ideas and experiences are valued and respected, with fair and equal opportunities provided for all. Our diversity and inclusion efforts have been recognised with us winning two consecutive Women in Tech UK Awards, under the Best Tech Employer (51-149 Employees)’ category & being shortlisted for the Best Employer for Parental Support award - an achievement we are very proud of. This year in 2024 we have been nominated again for the Best Tech Employer and our in house recruiter has been shortlisted for the Best In house Recruiter award!

Our Culture

Working for Intent HQ, you have the opportunity to work with cutting edge technology in an environment where you are encouraged to think and act outside traditional methods. We are a growing business with a flat structure meaning everyone is visible and able to make an impact, not just in their own role, but across the business on a daily basis. We promote a collaborative, innovative and sociable culture, oriented towards performance and competitive advantage. Our DNA is made up of flexibility to all staff with a family friendly approach and focus on personal development. We have high expectations and pride ourselves on our cultural standards.