Administrative Assistant

Administrative assistants play an important role in organizing, managing, and keeping an office running. The administrative assistants are responsible for clerical and organizational tasks like file organizing, scheduling appointments, assisting other staff members, and drafting correspondences or messages.

• Preferably with admin or assistant experience
• Knowledge of office management systems and procedures
• Good time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• High school diploma or equivalent; college degree preferred

• Answer and direct phone calls
• Organize and schedule meetings and appointments
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system in accordance with the managing team in Portugal
• Submit and reconcile expense reports
• Provide general support to visitors
• Provide information by answering questions and requests
• Research and creates presentations
• Prepare and monitor invoices
• Ensure operation of equipment by following up preventive maintenance requirements; calling for repairs; maintaining equipment inventories;
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Organize travel arrangements for Project Managers
• Write letters and emails on behalf of other office staff
• Take accurate minutes of meetings
• Coordinate office procedures
• Reply to email, telephone or face to face enquiries
• Develop and update administrative systems to make them more efficient
• Receive, sort and distribute the mail

• Preferably with admin or assistant experience
• Knowledge of office management systems and procedures
• Good time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• High school diploma or equivalent; college degree preferred