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2 semanas atrás
We are seeking a highly organized and detail-oriented Administrative Support Specialist to support the Heads of Customer Success (CS). Reporting to the Executive Assistant to the CCO, this role is vital in ensuring the smooth operation of executive-level activities and providing administrative support.
Key Responsibilities:- Calendar Management
- Efficiently manage and coordinate complex schedules for the CS Heads.
- Arrange meetings, appointments, and conference calls across multiple time zones.
- Handle last-minute schedule changes and provide timely updates.
- Maintain and update critical documents, including processes, organizational charts, and internal reports.
- Ensure accuracy and accessibility of all documentation.
- Arrange domestic and international travel for the executives, including flights, accommodations, ground transportation, and itineraries.
- Handle changes to travel plans as needed and ensure timely communication with the executives.
- Work within company policies to secure the best options.
- Track and organize travel expenses for timely and accurate reporting.
- Raise purchase orders accurately and in a timely manner.
- Process and reconcile expense reports for the executives in compliance with company policies.
- Ensure proper documentation and timely submission of all expense claims.
- Act as the first point of contact for the supported executives, handling correspondence and inquiries professionally.
- Prepare meeting agendas, presentations, and follow-up materials as required.
- Support meetings taking place at our Lisbon office, preparing materials, welcoming guests, and acting as support to Office Manager with catering.
- 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.
