Office Manager Shaken Academy

Office Manager
**ABOUT US**:
Shaken Not Stirred is an organization founded in 2019 with the mission to empower future generations by developing and implementing innovative education projects. Our flagship initiatives include 42 Portugal and TUMO Portugal.
42 is one of the world’s leading coding schools, with over 50 campuses across more than 30 countries. It is a free of charge, inclusive school, open to anyone regardless of academic background or professional experience, based on a peer-to-peer, project-based learning model with no classes, no teachers, and no schedules. In Portugal, 42 Lisboa opened in 2020 and 42 Porto in 2022, and has nowadays 2000 active students with an employment rate above 90%.
TUMO is a creative technologies center founded in Armenia and now present in more than 10 countries. Aimed at young people aged 12 to 18, TUMO is a free of charge program that complements formal education through personalized learning paths in areas such as Programming, Robotics, Animation, Game Development, Music, Photography, and Graphic Design. In Portugal, TUMO centers are already operating in Coimbra, Lisboa and Porto, each with a capacity for 1.500 students, and an ambition to scale even further nationwide.
Shaken Not Stirred is also taking its first steps in international expansion, with the upcoming launch of TUMO Bilbao planned for September 2026.
Alongside these free educational initiatives, Shaken Not Stirred develops professional and entrepreneurship programs, such as the AI Dive for Business, delivered both in partnership with companies (B2B) and directly to individuals (B2C). AI Dive for Business is an immersive program designed to challenge participants to explore the transformative power of Artificial Intelligence in a practical and hands-on way. Through a project-based and collaborative learning model, participants tackle real business challenges and experiment with AI tools that simplify operations, automate processes, and unlock new forms of creativity.
**All our initiatives are driven by a strong social mission**: to promote upward social mobility and contribute to long-term social and economic growth.
**ROLE AND RESPONSIBILITIES**:
We are looking for an Office Manager to work closely with the Shaken Academy team (AI Dive for Business). This role is key to ensuring the smooth day-to-day functioning of the office, supporting internal teams through strong operational, administrative, and logístical management, and maintaining a well-organized and welcoming work environment.
- Office & Facilities Operations:

- Oversee the daily operations of the office, ensuring the space is functional, well-maintained, and aligned with organizational needs;
- Coordinate and manage external service providers, including cleaning, maintenance, security, and other facility-related services
- Ensure proper use and upkeep of office facilities and equipment, coordinating repairs and improvements when necessary
- Monitor compliance with legal, safety, and operational requirements related to the office space, in close coordination with Shaken's Central Operations Team
- Handle purchasing of office supplies, equipment, and services based on team needs;
- Provide operational support as needed, including organizing meetings or meals when necessary (with clients, suppliers, or team members)
- Logistical Support for Events:

- Provide comprehensive logistics support for events.
- Coordinate event logistics, including space setup, materials, catering, equipment, and supplier liaison
- Provide on-site operational support during events, ensuring smooth execution
- Administrative Management:

- Support program-related documentation, such as preparing and sending declarations, confirmations, or other official documents to participants
- Coordinate purchasing processes, including sourcing, ordering, and tracking goods and services
- Maintain accurate records of contracts, invoices, and operational documentation
- Work closely with finance and operations teams to ensure budget alignment and cost control

**WHAT YOU BRING**:

- Relevant professional experience in office management, office operations, or a similar administrative/operational role
- A proactive, hands-on mindset, with a strong sense of ownership and responsibility for the workspace and daily operations
- Tech-savvy, proficient in tools like Slack, Notion, Canva, shared calendars, and other similar platforms
- Excellent communication and interpersonal skills, enabling effective collaboration with internal teams, external suppliers, and partners
- Problem-solving attitude, with the ability to anticipate needs and respond quickly to operational challenges
- Attention to detail, reliability, and a strong commitment to maintaining an organized, efficient, and welcoming office environment
- Fluency in Portuguese and a decent level of written and spoken English

**WHAT WE OFFER**:

- A full-time position, carried out in-loco in a cool & dynamic office, located in Unicorn