Administrative Assistant

Title: Administrative Assistant 

Location: Lisbon and Porto, Portugal

Reporting to: Country Head


Administrative Assistants required for the Lisbon and Porto offices of a rapidly growing, international real estate asset management company with a diverse banking and financial client base. Positive and dependable individual with at least one year of hands-on experience in administrative support capacities. Experience with basic accounting and payroll procedures is highly desirable. A good balance of flexibility, perceptiveness and self-awareness will be an excellent blend in terms of the soft skills required to be successful at this role.

Key Responsibilities:

Administrative duties

  • Manage phone calls and correspondence (e-mail, letters, packages etc.)
  • Track stocks of office supplies and place orders when necessary
  • Arranging in-house and external events
  • Organising and storing paperwork, documents and computer-based information
  • Photocopying, printing and binding various documents on behalf of other colleagues
  • Maintain contact lists.

Expense management

  • Support budgeting and bookkeeping procedures
  • Prepare regular reports on expenses and office budgets
  • Achieve financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs
  • Responsible for managing relevant purchase orders, AP/AR accounts, liaising with Group Finance Director and third-party accounting associates to ensure expense documents are properly handled as per company and state requirements.

Support to senior management

  • Responsible for diary and travel management
  • Manage travel and accommodation arrangements as well as other appointments for employees of the company
  • Submit timely reports and prepare presentations as assigned
  • Handling sensitive and confidential information.

Human resources and Payroll support

  • Coordinate office activities and operations to secure efficiency and compliance to company policies
  • Create and update records and databases with personnel, financial and other data
  • Liaise with Group HR Manager to assist with all aspects of recruitment
  • Deal with employee requests regarding human resources issues, rules, and regulations
  • Assist in payroll preparation by providing relevant data
  • Conduct initial orientation and instruct newly hired employees as per Portuguese Labour Code and all other laws regulating the matter

Professional Experience and Qualifications:

  • Native Portuguese, and fluent in English speaking;
  • University degree;
  • At least 1 -2 years of relevant experience preferred;
  • Strong communication, analytical and data organisation/interpretation skills;
  • Proven ability to multi-task, work under pressure and meet strict deadlines;
  • Strong written and verbal communication skills;
  • Attention to detail, highly organized and able to multi-task.

Please send CV and English cover letter to by 11th June 2018.

Only shortlisted candidates will be contacted.