Executive Assistant (M/F/D)

Your new company 
Diplomatic Delegation with contact with government entities in Portugal is seeking an Executive Assistant (m/f/d). Your new role The Executive Assistant will provide Secretariat support to the Delegation and will also provide general administrative support to the Diplomatic Representative in Portugal and the Delegation's Executive Director. 
- Manage Diplomatic Representative's agenda and keep the global office schedule updated. Prepare documentation for meetings; 
- Support the organization "The Annual Day reception" and other episodic events, including those related with program of the agencies;
- Provide office administrative support, including to collect, register, forward and archive all received correspondence (including electronic correspondence), and ensuring replies to correspondence in a timely manner;
- Manage and order office materials, keeping an inventory of the materials; 
- Make arrangements for traveling, including flights, hotel and transportation arrangements;
- Support the organization of international meetings and work sessions in Lisbon and provide logistical support to external visitors;
- Update the contacts database regularly by proactively looking for new official appointments;
- Support the Executive Director in strengthening administrative procedures within the secretariat;
- On a need basis, liaise with the Foreign Office and State Protocol on administrative matters related with the Seat Agreement (request of diplomatic cards, license plate for vehicles, others documentation and exemptions) as well as other relevant protocol aspects, in close coordination with the Delegation's Diplomatic Adviser; 
- Any other tasks and functions that may be required for the functioning of the office. 
What you'll need to succeed  - At least 4 years of experience providing support at a high level;
- Proficient computer skills and in-depth knowledge of MS Office tools e.g. in MS Word – quality publications; MS Excel – data analysis tools; MS PowerPoint – quality, elegant presentations; MS Outlook – list management;
- Deep knowledge of standard office administrative practices, protocol standards and procedures; 
- Bachelor's degree minimum;
- Excellent level of Portuguese and English, written and spoken;
- Communications skills, discretion and ability to deal wit sensitive situations and understand nuances, as well ad ability to work under pressure and to multi-task. 
What you'll get in return
You will have the opportunity to grow and develop your personal and professional competences, contact with high level figures and with an attractive expected salary commensurate with experience. What you need to do now
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