We are looking for a personal assistant to support our executive team. You will manage mostly personal-related tasks for the team such as preparing documentation, organizing travel and accommodation, taking minutes, and other tasks. To do this role properly you should have an understanding of the Microsoft Office suite, be extremely fast at solving problems, and have experience as a personal or administrative assistant in the past.
Personal Assistant Responsibilities:
- Provide personal support to the CEO.
- Run errands as necessary.
- Answer and make phone calls, or take messages.
- Help prepare personal meetings and events.
- Filing and retrieving personal records and documents.
- Look up and prepare documentation for review by the CEO
- Accurately record notes.
- Making travel arrangements and itineraries
- Manage schedules and make reservations.Β
- Helping with office management tasks such as ordering supplies, distributing mail, and so on
- Manage periodic tasks to be done every week, month, or year.Β
Examples of tasks:
- Plan and book a business trip.
- Schedule meetings with third parties.
- Get familiar with procedures for Portuguese administrative offices e.g. phone local authorities to get information on a pending request.
- Personal errands for the CEO e.g. purchasing smaller goods, picking up items for service providers.
- Look up available venues in a specific location for small meet-ups.
- Make sure that all personal documentation is up to date and easily available.
Personal Assistant Requirements:
- Fluent in English and Portuguese.
- Lives in Lisbon, or willing to relocate.
- Living in Portugal for at least 3 years.
- Has travel experience and can travel abroad from time to time.
- Proven experience as a personal or virtual assistant or other relevant administrative support experience.
- Valid car driver's license.
- Must have an iPhone for seamless communication and access to necessary applications.
- Understanding of Google Docs, Gmail, Zoom, Instagram, Booking.com, etc.
- High school diploma.
- Ability to organize a daily workload by priorities.
- Must be able to meet deadlines in a fast-paced quickly changing environment.
- A proactive approach to problem-solving with strong decision-making skills.
- Professional level verbal and written communication skills.
Weβre looking forward to hearing from you!Β
At SheCodes, our team is made up of hard-working, quick-learning, passionate people. Even if you donβt fit all of the criteria listed in the description above, we encourage you to apply if you think youβll be a good fit. We welcome and cherish diversity in our company to help sustain a well-rounded team and outlook.Β
