Location: Madeira, Portugal. You must currently reside in Madeira OR be relocating to Madeira no later than February 2026. A physical residential address in Madeira is required for employment.
Contract Type: Full-time employee
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 this role is essential to keeping the business running smoothly.
We are seeking a highly organised Executive Assistant and Administrative Support professional to support the CEO’s day to day work and ensure the administrative foundations of the business are handled reliably and consistently.
By managing details, follow through, and coordination behind the scenes, you enable the CEO to stay focused on clients, programme delivery, and strategic priorities.
Key Responsibilities
Calendar, Inbox and Priority Management
- Proactively manage the CEO’s calendar, inbox, travel, and meeting logistics
- Coordinate travel including flights, accommodation, transfers, itineraries, and time zones
Meetings and Follow Through
- Attend internal meetings as required and capture accurate notes and actions
- Save AI meeting notes, translate discussions into clear task lists, and support follow through
- Allow the CEO to remain fully present in conversations while you manage notes and next steps
Documentation and Presentation Support
- Draft first versions of proposals, RFP responses, presentations, and written documents using ILD templates
- Prepare polished, client ready materials aligned with ILD brand guidelines (training will be provided)
- Customise documents for specific clients where required
Systems, Processes and Business Administration
- Support invoicing, VAT administration, and other finance related administrative tasks
- Ensure core administrative and operational processes run smoothly and reliably
Who you are
Must have
- Experience in administrative or operational roles
- Experience supporting executives or senior stakeholders
- High proficiency with digital tools
- Strong written and verbal English communication
- Ability to work UK hours
You will thrive in this role if you are:
- Highly organised, structured, and detail-oriented
- Proactive and able to anticipate needs
- Calm under pressure with exceptional follow-through
- Someone who takes pride in making things run smoothly
- You learn new systems/tools quickly and enjoy improving the way things are done
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
Applications close on 30 January 2026.
If this role feels like a “Yes, that’s me” moment, we’d love to hear from you.
Please follow this link to apply: https://forms.clickup.com/9015972755/f/8cp9mwk-1475/EDWFVBE03D1RYPTSIT
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 answering:
- Why are you interested in this role and working with ILD?
- Why are you the best person for this role?
3. Written responses 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.
