Executive Assistant/US Operations Manager

Baseform develops SaaS solutions for the water and wastewater industry. Its software is used by utilities serving more than 25 million people across the United States, Spain, Portugal, Brazil, and other countries. We are looking for an organized, proactive professional to support and help coordinate the company’s growing US operations.

In this role, you will be the right hand to Baseform's US President, providing high-level executive and business support across the full range of activities involved in growing Baseform's presence in the US water and wastewater utility market. You will help manage priorities, coordinate across functions, and keep proposals, client relationships, partnerships, and day-to-day operations moving smoothly.

Responsabilities and duties

Business development and proposals

• Managing RFP/RFI intake, deadlines, and submission requirements, including portal formatting and page-limit rules
• Building proposal outlines and structured drafts, and coordinating input from internal contributors
• Tracking the pipeline of active and prospective opportunities

Client and partner relationship support

• Preparing briefing materials, presentations, and talking points ahead of client and partner meetings
• Researching prospective clients, partners, and competitors
• Managing client and prospective client insurance requirements and upkeep of insurance through the contract period
• Coordinating follow-ups and correspondence after meetings and calls

Contracts and compliance

• Reviewing contract terms and flagging security or compliance requirements (e.g., data residency, certification requirements) for follow-up with legal or technical teams
• Ensuring insurance for clients is up to date across all contracts and for new contracts
• New client registrations through their various portals including other required document completions
• Maintaining organized records of contracts, NDAs, and compliance documentation

Conferences and events

• Assisting with all aspects of conferences: abstract submittals, registrations, logistics, and attending in most cases
• Coordinating travel and accommodations for conferences and client visits

Calendar, travel, and administrative support

• Managing a demanding, frequently shifting calendar across US and Portugal time zones
• Booking and coordinating domestic and international travel
• Handling expense reports and other administrative tasks

Cross-functional coordination

• Serving as a liaison between the US office and Baseform's Lisbon headquarters
• Coordinating with marketing, sales, and technical teams on materials and deliverables
• Taking notes and tracking action items from internal meetings 

Criteria

Here’s what we need in order to consider you for this position:

• You have experience supporting a senior executive in a fast-paced, client-facing environment
• You are highly organized and comfortable juggling multiple priorities and deadlines at once
• You have strong writing skills and can produce polished, professional documents
• You are proactive and anticipate needs rather than waiting to be asked
• You're comfortable with ambiguity and enjoy wearing many hats
• You have experience with (or are eager to learn) proposal and RFP processes
• Prior experience in B2B software, SaaS, or a technical/infrastructure industry is a plus

We´d like you to be:

• Discreet and trustworthy with sensitive and confidential information
• An excellent communicator, both written and verbal
• Detail-oriented, especially under deadline pressure
• Flexible and willing to travel as needed
• Comfortable with common productivity tools (Microsoft Office/Google Workspace, CRM tools, virtual meeting platforms)
• Based in the US and able to work US business hours

Workplace

This position is based in the United States and involves regular coordination with Baseform’s Lisbon headquarters. Occasional early-morning or late-day calls may be required to provide overlap with the Portugal time zone.
Travel to client sites, conferences, and other business locations will be part of the role. The successful candidate will work with colleagues across business, sales, marketing, technical, and water-industry teams.

Position Type: Full-Time Employment, with travel as required

Level: Experienced professional

Location: United States