Office Manager and Executive Assistant

Há 9 horas

Lisboa, Portugal Alvarez and Marsal Tempo inteiro

**Description**

**Office Manager and Executive Assistant**

**Part-time role with coverage Monday to Friday - 9:00 to 13:00 or 14:00**

**Alvarez & Marsal** (A&M) is a global professional services firm specializing in turnaround and interim management, performance improvement and business advisory services. A&M delivers specialist operational, consulting and industry expertise to management and investors seeking to accelerate performance, overcome challenges and maximize value across the corporate and investment lifecycles. Founded in 1983, the firm is known for its distinctive restructuring heritage, hands-on approach and relentless focus on execution and results.

**Responsibilities**

General Office Administration
- Organize office procedures and operations.
- Professionally interact with all internal and external personnel, often at upper and executive-management level.
- Communicate building information and office-wide information such as upcoming events, new office procedures, closures due to inclement weather etc.

Office Operations
- Primary point of contact for day-to-day office needs, including building management, general maintenance and cleaning, office vendors, mail, supplies, equipment, and invoices.
- Manage third party vendors in terms of procurement, RFP processes and contract negotiations.
- Develop relationship with the building’s property management team/utilization of property’s service request portal. Manage conference room maintenance for internal and external client meetings and events, including reservations and develop a good working knowledge of the video conference and AV equipment to assist and train others when needed.
- Manage logistics for external events, including catering, venue setup, and technology requirements.
- Ensure rooms are kept tidy and stocked appropriately.
- Co-ordinate orders for all office supplies including coffee, kitchen, vending, printing, signage, business cards, photographer, tools and materials.
- Stock kitchen, copy rooms and supply closet.
- Maintain all common areas to ensure a professional work environment.
- Ensure facilities and office equipment are always in good working order.
- Organize and distribute mail and packages.
- Manage office budget and track expenses.
- Ensure all vendor invoices are processed and paid on time.
- Maintain employee records and ensure compliance with HR policies and procedures together with HR Ops team and Payroll.
- Assist Benefits EMEA with Portuguese benefits scheme.
- Coordination and reporting of all maintenance/cleaning issues.
- Manage external vendor scheduling, both emergency and regular maintenance visits.
- Manage requests/costs of after-hours services (HVAC) or other ad-hoc property management requests.

Corporate Real Estate
- Central point of contact with Global Corporate Real Estate (CRE) for non-standard approvals or other project related work requirements
- Desk reservation system and facilities requests: - Local space management administrator for internal service request portal - Quarterly updates for space allocations - Action all facilities requests to completion in conjunction with building contractors and/or third parties (i.e., temperature adjustments, leaks, spills, broken equipment etc.)
- Support CRE team with invoice submission and ad hoc office projects including renovation, construction, and office moves.

Health & Safety/Security
- Manage A&M’s Lisbon Office’s Health and Safety program.
- Manage Environmental, Social and Governance (ESG) best practices in the office.
- BCP and Incident Response coordination with EMEA Operations Leadership.
- Manage the premises access security process and procedures: - Co-ordination with the building for base-building badge assignment/administration of our internal office security system - Issue badges to new hires; execute termination of access with internal security system and building system for off-boards, manage temp badges etc. - Serve as Fire Warden & First Aider.

MDs support
- Assist and support local MDs.
- Scheduling meetings while maintaining & coordinating calendars for the MDs in Lisbon office.
- Coordinating internal and external marketing events together with other departments.
- Onboarding of clients and projects (conflict checks etc.).
- Coordinating travel plans, hotels etc for MDs plus supporting them into entering expenses into SAP Concur.
- Creating and amending documents in PowerPoint, Excel and Word.
- Organize and maintain physical and digital filling systems.

**Qualifications**
- Bachelor's degree in Business Administration, Management, or a related field.
- Proven experience as an Office Manager, Administrative Manager, or in a similar role.
- Prior experience in Facilities Management & Project Management.
- Excellent organizational and multitasking skills.
- Outstanding customer service and interpersonal skills.
- Ability to effectively interact with clients and employees.
- Excellent verbal and written communication skills.

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