Administrative Coordinator Job Description

Job Description

Full-Time, Hybrid (On-site and Remote) Role

On-site Location: Countryside hotel in Gradil, Mafra

Administrative Support:

Manage calendars, appointments, and schedules for managing partners.
Arrange and coordinate meetings, conferences, and travel plans.
Handle correspondence, emails, and phone calls, including screening and prioritizing messages.

Documentation and Reporting:

Prepare and edit reports, presentations, and other documents.
Maintain and organize files, records, and databases.
Create and update spreadsheets, charts, and graphs as needed.

Project Assistance:

Assist in planning, organizing, and executing projects.
Coordinate project-related tasks, deadlines, and deliverables.
Conduct research and gather information for projects as required.

Communication and Coordination:

Act as a liaison between team members, departments, and external stakeholders.
Ensure timely responses to inquiries and requests.

Task Prioritization and Time Management:

Help prioritize tasks and manage workload effectively.
Track deadlines and remind team members of upcoming tasks or meetings.

Professional Development Support:

Assist in organizing training sessions, workshops, or seminars for team members.
Help with onboarding new employees and providing necessary resources.

Required Skills:

Fluent in English and Portuguese
Excellent written and verbal communication skills. Capable of handling phone calls, inquiries, and correspondence professionally.
2+ years of experience in project management. Ability to prioritize tasks effectively and ensure all deadlines are met.
Ability to navigate multiple complex tasks with solution-oriented approach
Excellent time-management skills
Familiarity with Google Calendar, Google Docs, spreadsheets, task management systems and Keynote/Powerpoint