Location: Madeira, Portugal
Contract Type: Full-time
Work type: On-site in Madeira (Portugal), working UK business hours (9am-5pm)
Start Date: March 2026
About ILD
At Integral Leadership Dynamics (ILD), our purpose is simple yet powerful:
“To make a positive impact on the quality of leadership in the world by shining a light where it is needed.”
For over two decades, we’ve partnered with organisations to design, develop, and deliver transformative leadership programmes that help leaders authentically lead themselves, empower their teams, and create courageous, agile, and innovative cultures.
Our programmes are practical, high-impact, and deeply human. We’ve supported more than 20,000 leaders across 23 countries and 11 languages, and were recognised among the UK’s top leadership development and coaching companies in 2023.
Visit us at: www.ildynamics.com
CEO: Frans Campher
Why this role matters
ILD is growing, and we are seeking a highly reliable, organised, and detail-focused Programme Delivery & Executive Support Coordinator to ensure our programmes run smoothly and our CEO is supported operationally.
This is a 50/50 hybrid role combining:
- Programme Coordination & Delivery Support
- Operational & Executive Support (VA-style)
This role is central to keeping ILD running smoothly behind the scenes.
Key Responsibilities
- Programme Administration & Delivery Support
Ensure ILD programmes run professionally, accurately, and on schedule.
Programme Administration
- Set up folders, schedules, checklists, and resources in Notion and SharePoint.
- Prepare materials, agendas, slides, and documentation.
- Coordinate calendars, links, and participant communications (emails, reminders, instructions).
Live Delivery Support
- Provide administrative support during workshops (chat monitoring, attendance tracking, uploads).
- Prepare session materials and ensure recordings, notes, and follow-ups are shared.
- Manage attendance lists, certificates, and session records.
Participant Support
- Respond to participant questions promptly and professionally.
- Track attendance, progress, and completion.
- Collect feedback and support programme improvements.
2. Operational & Executive Support (VA-Style)
- Manage CEO email, calendar, meetings, travel, and follow-ups; act as a gatekeeper.
- Prepare documents, extract action items, and organise meetings.
- Maintain SharePoint, support accounting workflows, liaise between ILD UK and ILD Portugal, and assist team members with operational tasks.
3. Systems, Processes & Documentation
- Keep Notion, SharePoint, and internal systems accurate, organised, and up to date.
- Improve templates and workflows where beneficial.
- Track client leads, respond to queries, and escalate issues as needed.
Who you are
- Candidates must live in Madeira and be registered for Portuguese tax purposes.
- Native or near-native English (C2) — polished written and spoken communication.
- 3–5 years’ experience in administration, coordination, operations, or EA/VA-style roles.
- Strong organisational skills and exceptional attention to detail.
- High proficiency with digital tools, and the ability to quickly learn and adapt to new platforms as needed, such as:
- Notion
- SharePoint
- Canva
- Learning Management Systems, e.g.: aNewSpring
-Microsoft Word, Excel, PowerPoint
-Microsoft Teams, Zoom, CRM tools, Calendly
- Ability to work UK business hours.
You will thrive in this role if you are:
- Highly organised, structured, and reliable
- Calm and composed, with confident communication skills
- Extremely attentive to detail - accuracy is essential
- Comfortable managing multiple tasks without losing quality
- Proactive in improving small workflows
- Professional, discreet, and trustworthy
- Someone who enjoys supporting others and creating smooth operations
Industry Experience
Not required. It can be helpful to understand workflows in training, education, or coaching environments, but it is not a selection criterion.
Values in action
- Lasting Partnerships – We build trust with clients and facilitators through reliability, care, and proactive communication.
- Teamwork & Collaboration – We work closely with colleagues to ensure every delivery is cohesive and world-class.
- Agility – We respond quickly and intelligently to shifting priorities or client needs.
- Integrity & Authenticity – We deliver with transparency, accountability, and genuine professionalism.
- Curiosity – We ask questions, seek feedback, and look for ways to continuously improve.
Contract & Practical Details
- Type: Full time role (~40 hours per week), on-site, working UK business hours (9am-5pm).
- Engagement: Long-term (following a 3-month probationary period).
- Collaborates with: Learning Design Partner, Operations Director, Admin Director.
- Travel: None expected or very occasionally
Compensation & Payment
- Salary: To be determined and commensurate with experience.
- This is a full-time role, with salary and benefits fully in line with Portuguese law.
- The employee will be enrolled in the Portuguese Social Security system and will receive two additional annual payments (Christmas and holiday bonus).
- Other benefits and conditions are provided according to Portuguese labour legislation.
How to Apply
If this role feels like a “Yes, that’s me” moment, we’d love to hear from you.
- Applications close on 9 January 2026.
- Click on Apply and fill in our application form.
You will be asked to submit the following:
- Your CV, giving us a clear view of your background in executive support, learning, or programme administration.
- A 2-minute video introducing yourself and explaining why this role and ILD excite you.
- Answers to a few questions to help us learn more about you.
Why You’ll Love Working with ILD
You’ll join a small, purpose-driven, high-trust team that believes leadership development should be meaningful, measurable, and transformative.
You’ll work alongside people who value excellence, integrity, and impact, and who genuinely care about the difference they make.
If you’re the kind of person who sees beauty in detail, calm in structure, and purpose in precision, you’ll thrive here.
