Executive Assistant/ Assistente Administrativo

5 meses atrás

Faro, Portugal Inter Q&A Services Ltda Tempo inteiro

Inter Q&A Services is a multinational company based in Portugal, Europe. We operate internationally in the areas of auditing, inspection, verification, testing and technical analysis of inputs and products. With staff based in several countries, we offer a network of highly qualified inspectors and quality auditors to work in various industrial sectors.

Inter Q&A Services is looking for a proactive, highly organised and result-oriented Office Assistant. You will be working on a very international matter, supporting the management team based in Germany, Portugal and Brazil.

As part of this role, you'll have a key role in ensuring that all office tasks are carried out in accordance with set requirements.
- **DUTIES AND RESPONSIBILITIES**

1. Perform day-to-day administrative duties for the department, including the preparation of technical specifications, meeting minutes, financial summaries and formal committee papers, and assisting managers with presentations. Also handling telephone enquiries, arranging meetings, diary management, filing and minutes.

2. Use our system to generate purchase requisitions in a prioritised and timely manner and ensure that goods are received in a timely manner. Use systems to provide managers with detailed financial reports on budget expenditure for their respective budgets.

3. Identify requests that require urgent or emergency action and get in touch with the right people quickly.

4. Liaise with the appropriate pre-qualified contractors or liaise with the appropriate person to arrange to attend to complete the work, ensuring that all relevant stakeholders are informed of the attendance.

5. Maintain and update staff files, including ensuring accurate holiday and sickness records have been maintained and submitted to the Human Resources Department. This includes monitoring the end dates of fit notes. Highlight to managers any concerns regarding sickness absence of their employees.

6. Producing various formal documents as required, processing information provided by technical experts, ensuring consistent format and ensuring that all sections of documents are finalised either electronically or on paper, and that documents are appropriately stored in the correct location for later retrieval. Preparing formal Committee papers, ensuring that the papers are in the correct format for the meeting.

7. Use proprietary electronic databases to update information and records; create new records as requested by others; enter feedback on records into the system; provide customer feedback as required in response to queries relating to the system; and generate reports as required using other software such as Excel.

9. Proactively recommend process improvements across the department.

**Do you have what it takes?**
- Ability to prioritise multiple tasks and conflicting demands
- Advanced knowledge of MS Office tools, SharePoint, virtual communication, virtual working and facilitation tools
- CConfident communication skills, including the preparation of effective presentation material
- Strong business acumen with the ability to understand and prioritise complex business issues
- Experience of managing senior partners, suppliers and facilities teams
- Proven success in event planning and organisation
- Experience in a similar role within a large international organisation

**Tipo de oferta**: Período Integral, Integral/Full-time

Salário: 990,00€ - 1.140,00€ por mês

**Benefícios**:

- Acesso à internet
- Cartão/Ticket refeição
- Trabalho remoto

Horário de trabalho:

- De segunda à sexta-feira

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