Office Manager and Executive Assistant

Há 5 dias

Lisboa, Lisboa, Portugal Alvarez & Marsal Deutschland GmbH Tempo inteiro

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

1. 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.

1. 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 relationships 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.
- Coordinate 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.

1. 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.

1. 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: - Coordination 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.

1. 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.
- Using Salesforce.com to track and monitor Business Development activities.
- 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 filing 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.
- Excellent computer skills include a strong working knowledge of Microsoft Office Outlook, Word, Excel, and PowerPoint. Previous experience with Service Now and Concur Expense is a benefit.
- Ability to handle confidential information with discretion.
- Familiarity with international business practices and cultural sensitivity.
- Fluent in reading, writing, and speaking in European-Portuguese.
- Proficient in reading, writing, and speaking in English.
- Experience in an international consulting or professional services environment.
- Knowledge of additional languages.
- Project management certification or experience Key Competencies.
- Organized and detail-oriented with excellent follow-through.
- Flexibility and adaptability.
- Can-do attitude.
- Strong problem-solving skills.
- Time management.
- Self-motivated, tactful, and a great team player.
- Professional image and demeanor.

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