Office Manager &
Team Assistant (m/f)
The Office Manager & Team Assistant role is responsible for organizing space, information and administrative processes in the Office and providing comprehensive administrative support to a team of 10 full time jobs. Should focus on outcome and should link to purpose and objectives of Startup Portugal, reporting directly to a Director.
The applicant should have relevant experience in providing secretarial and administrative support to a team gained in a complex environment and in establishing effective office systems and procedures. It should be able to work well under pressure with conflicting priorities, with or without supervision. Experience in preparation and administration of public tenders is desirable. Skills and competencies should include organization and attention to detail, problem solving, ability to multi-task, initiative, ability to prioritize, reliability, excellent verbal and written communication skills (absolute fluency in Portuguese and English), good interpersonal and relationship-building skills, advanced computer literacy and IT adaptability.
Responsibilities / Requirements
Facilitating the team’s effectiveness by ensuring there is an excellent administrative support. Organizing administrative processes, designing filing systems and being accountable for complying archives, maintaining databases, assisting the marketing of events, briefing suppliers, checking supply requisitions and deliveries, providing support to Finance & HR, collecting information within the team to follow up with suppliers and other stakeholders, ensuring a constant supply of office materials, monitoring cleaning, security and maintenance of office space, monitoring correspondence, distributing information and facilitating workflows between Startup Portugal units, being focal point of contact for other offices of Startup Portugal and liaise with employees, judging priorities and ensuring the delivery of a high level of service.