Executive Administrative Partner

6 meses atrás

Lisboa, Portugal OBogan Group Inc. Tempo inteiro

**Seeking Executive Administrative Partner - English Speaking**
Key words: Executive assistant, Project management, multitasker, tech-savvy, event planning.
- We’re a creative expat couple looking for a versatile, adaptable, highly-organized and hungry executive administrative partner to ensure our international business and personal lives flow smoothly. You'll be an integral part of our global life, engage in diverse tasks, helping us manage our creative consulting businesses and personal affairs, and help make a difference in businesses, communities, and peoples’ lives. _
- You’ll take ownership of daily tasks and longer-term projects, creating processes and systems as you go. As trusted confidante and pivotal partner, you’ll be central to optimizing our lives, helping us stay accountable to goals, and enabling us to focus on priorities and strengths. _

**About us**

**Responsibilities**

Business & Financial Administration
- Calendar and appointment management
- Document and presentation creation and editing
- Digital filing system organization and maintenance
- Travel research and coordination
- Business bill payment, budgeting, categorize expenses with bookkeeper via QBO
- Managing local and international mailboxes and courier services

Event management
- Working with owners, design customer experience for business workshops and events
- End to end event management for business workshops and events in Libson and globally
- Event management for personal events, dinners, adventures

Project Management and Organization
- Publishing and distribution, workshops and events, keynotes
- Proactively anticipate needs and identify areas for improvement
- Develop and implement efficient systems and documentation of these

Research
- Research new business development opportunities including book publishing and distribution, workshops and events, keynotes
- Research to identify trends, opportunities, and insights that support our initiatives

Marketing & Sales
- Manage websites and social media, and contribute to content idea creation
- Networking and relationship management
- Management of client database
- Support new business efforts by monitoring leads, ensuring timely follow-up, preparing meetings and materials, and coordinating with prospects and clients
- Liaise with potential and existing clients, ensuring a high level of customer satisfaction
- Assist in tracking sales performance and identifying opportunities for growth

Lifestyle management
- Overseeing property maintenance, service providers, reservations and handling any tenant
- related issues for Portugal and Australia property
- Research and booking for restaurants, retreats, hobbies, travel, etc.
- Personal bill payment, budgeting, expenses with bookkeeper
- Personal shopping, tasks and errands and managing schedules and activities with family/ friends
- Manage work-life balance program and appointments
- Managing and troubleshooting technology issues
- Liaison with Portuguese service providers and governmental authorities, as required
- Support for owners learning European Portuguese

**Liaison**
- Dealing with our global support team of external suppliers including Accountants,
- Bookkeeper, Lawyers, Travel agents, Designers, etc. This will include document flow, meeting follow up from in person and zoom calls, etc.
- Navigating and leasing with any/all Portuguese government and business agencies, as required for research, compliance, service provision, troubleshooting, etc.

**Requirements**:
Experience
- 3+ years of experience in a related position in a dynamic business
- Proven ability to manage multiple projects simultaneously to high degree of execution, whilst meeting budget and deadlines
- Experience creating process documentation
- Experience working/living across multiple time zones, personally or professionally

**Skills**:

- Exceptional organizational and time management skills
- Quick learner and adopter of online tools such as Zoom, Todoist, Instagram, Upwork, TicToc, Canva, Miro, Monday, Otter, LinkedIn, ChatGPT, Google Workspace, Calendly, etc. Time for self-directed online training provided as required and agreed
- Adaptability and flexibility - the job will vary from week to week, so you’ll need a wide range of skills to handle diverse tasks, whilst having attention to detail, ability to multitask, be proactive, etc.
- Ability or interest to incorporate unfolding AI tools to streamline and support your work with research, troubleshooting, note-taking, record keeping, and organization
- Excellent verbal and written communication with fluency in Portuguese (native) and English (high B2 or C1)

Personal qualities
- Self-directed, quick-learner
- Curiosity and enthusiasm for life, learning and challenges
- A meticulous eye for detail and commitment to quality and customer service
- Proactive and resourceful approach to problem-solving
- Resilient, easy-going nature with exceptional interpersonal skills
- Willingness to wor

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