Office Manager Assistant

Há 6 dias

Lisboa, Lisboa, Portugal Unit4 Tempo inteiro

We're looking for a highly skilled and organized Administrative Support Specialist to join our team. The ideal candidate will have excellent organizational skills, a proactive attitude, and the ability to manage multiple tasks simultaneously.

Job Overview

This role is vital in ensuring the smooth operation of executive-level activities and providing administrative support to our Heads of Customer Success.

  1. Key Responsibilities
  • Calendar Management
    • Efficiently manage and coordinate complex schedules for senior executives.
    • Arrange meetings, appointments, and conference calls across multiple time zones.
    • Handle last-minute schedule changes and provide timely updates.
  • Documentation Updates
    • Maintain and update critical documents, including processes, organizational charts, and internal reports.
    • Ensure accuracy and accessibility of all documentation.
  • Travel Booking and Coordination
    • Arrange domestic and international travel for executives, including flights, accommodations, ground transportation, and itineraries.
    • Handle changes to travel plans as needed and ensure timely communication with executives.
    • Work within budgetary guidelines and company policies to secure the best options.
    • Track and organize travel expenses for timely and accurate reporting.
  • Purchase Orders and Expenses
    • Raise purchase orders accurately and in a timely manner.
    • Process and reconcile expense reports for executives in compliance with company policies.
    • Ensure proper documentation and timely submission of all expense claims.
  • General Administrative Support
    • Act as the first point of contact for supported executives, handling correspondence and inquiries professionally.
    • Prepare meeting agendas, presentations, and follow-up materials as required.
    • Support meetings taking place at our office, preparing materials, welcoming guests, and acting as support to the Office Manager.
  • Collaboration and Communication
    • Work closely with the CCO's Executive Assistant to streamline communication and processes.
    • Coordinate with internal and external stakeholders to ensure tasks and requests are handled efficiently.
    • Maintain confidentiality in handling sensitive information.

What We Offer

  • A dynamic and supportive work environment.
  • The opportunity to grow and develop your career.
  • A competitive salary and benefits package.

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