Administrative Assistant

A well-established professional services firm is seeking an Administrative Assistant to support its leadership team in coordinating executive and administrative tasks. The ideal candidate is proactive, reliable, and discreet, with strong organizational abilities and the capacity to work autonomously in a dynamic environment. This role demands confidence in managing multiple priorities, anticipating needs, and executing daily responsibilities with precision and professionalism. Key responsibilities include: - Organizing schedules, meetings, appointments, and travel arrangements. - Offering continuous administrative and organizational support to senior management and colleagues. - Drafting reports, presentations, correspondence, meeting minutes, and other business documents. - Keeping accurate records and safeguarding confidential information. - Handling invoices, expense tracking, document control, and other financial-administrative duties. - Coordinating with banks, notaries, public authorities, registry offices, and other external entities. - Managing communication and follow-ups with clients, suppliers, partners, and stakeholders. - Monitoring outstanding issues, deadlines, and actions to ensure timely completion. - Contributing to efficient office operations and smooth daily functioning. - Adapting quickly to shifting priorities and unexpected demands. Candidate profile: - Holds a degree in Business Administration, Management, Languages, or a related field. - Possesses excellent written and spoken Portuguese and English. - Has prior experience in administration, executive assistance, office management, or operations. - Experience in professional services, legal, financial, or tax environments is advantageous. - Proficient in Microsoft Office, especially Outlook, Word, PowerPoint, and Excel. - Skilled in preparing professional documents, reports, presentations, and minutes. - Familiar with invoicing, expense management, document control, and general administrative-financial procedures. - Able to organize schedules, coordinate meetings, and handle multiple tasks and deadlines effectively. Personal attributes: - Exceptional organizational skills with meticulous attention to detail. - Demonstrates discretion, integrity, and a high standard of professionalism. - Strong communication and interpersonal abilities. - Proactive, solution-oriented, and capable of working independently with full ownership of responsibilities. - Flexible and adaptable in a fast-paced, evolving environment. - Prioritizes effectively and remains composed under pressure. - Committed to accuracy and quality in all tasks. - Builds positive, trusted relationships with senior management and external stakeholders. What we offer: - A varied role that combines executive, administrative, and operational duties. - A professional and collaborative work environment. - Direct interaction with senior leadership and external parties. - Significant responsibility and the chance to contribute to the organization's efficiency. - Opportunities for professional growth and long-term career advancement. To apply, please send your CV and application to: [email]