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Executive Coordinator

2 semanas atrás

Lisboa, Lisboa, Portugal Unit4 Tempo inteiro

We are a leading provider of innovative enterprise software solutions, empowering people in service organizations to thrive.

Job Description

The ideal candidate will have exceptional organizational skills, a proactive attitude, and the ability to manage multiple tasks simultaneously.

  1. 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.

Qualifications

  • Experience: Minimum of 2 years in an administrative or executive assistant role, preferably in a corporate or multinational environment.
  • Skills:
    • Strong written and verbal English communication skills.
    • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint and SharePoint).
    • Familiarity with travel booking platforms, raising POs and processing expense reports.
    • Exceptional organizational and multitasking abilities.
  • Attributes:
    • Proactive, with a 'can-do' and 'go-to' attitude.
    • High attention to detail and accuracy.
    • Ability to handle pressure and adapt to changing priorities.