Executive Assistant (m/f/o)

Tasks

• Maintain and manage the organisation of office documents, files, databases, and confidential records, ensuring compliance with office procedures and processes
  
• Generate reports, presentations, and briefs to high standards with professional written and verbal communication
  
• Facilitate effective meetings by preparing agendas, ensuring the timely submission of required reports, taking comprehensive meeting minutes, and following up on action items with clear communication
  
• Handle day-to-day administrative tasks efficiently
  
• Manage diaries, schedule meetings and appointments, and provide timely reminders with precision and clarity
  
• Arrange travel logistics with attention to detail and effective communication with concerned parties
  
• Address executives’ requests and inquiries promptly and professionally in a clear and concise manner
  
• Collaborate with colleagues to identify and implement efficient administrative practices to enhance operational effectiveness
  
• Handle front desk duties effectively, standing in for the designated person if required
  
• Coordinate administrative processes related to compliance requirements, such as Quality & Environmental Management Systems (ISO), industry certifications, audits, and ESG principles
  
• Facilitate and manage processes related to organization-wide policies, such as insurance claims, renewals, and follow-ups, ensuring timely and accurate handling
  
• Maintain up-to-date records and documentation to meet regulatory and operational standards

Requirements

• Minimum of 3 years of experience in an administrative role, with strong written and verbal communication skills in English
  
• Experience assisting managers or executives with diverse tasks and responsibilities
  
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications
  
• Exceptional planning and time management skills
  
• Effectively communicate and convey information to a wide range of stakeholders
  
• Build and maintain positive relationships with stakeholders at all levels
  
• Commit to understanding and meeting customer needs
  
• Maintain accurate documentation, files, and reports with meticulous attention to detail
  
• Present a professional and polished demeanour in all interactions, internally and externally
  
• Prioritise tasks and manage multiple projects simultaneously
  
• Plan and manage time effectively to meet deadlines in a fast-paced environment
  
• Work independently and collaboratively, fostering a positive and team-oriented work environment
  
• Strong ethics and integrity

Joana Martins