Management Assistant PT
One clear purpose - to deliver a smoke-free future.
Times are changing at PMI. We've chosen to do something big. The world expects us to act responsibly. And we are doing just that by transforming our business by building a smoke-free future.
With huge change, comes huge opportunity. So, wherever you join us, you'll enjoy the freedom to dream up and deliver better, brighter solutions and the space to move your career forward in endlessly different directions.
THE OPPORTUNITY: We are seeking a dedicated Management Assistant to provide secretarial and administrative support to our senior management team, including the Managing Director. This role is crucial for ensuring the smooth and efficient operation of our daily business activities.
RESPONSIBILITIES: Handle the Managing Director's (MD) business schedules, calendars, meetings, company events, and travel itineraries.Prioritize and handle correspondence, filing, and mail delivery.Maintain office supplies and handle expense statements in line with company policies.Update and run the Portugal Business and Management Team Calendar.Support MD with cost center budget management, reporting, and tracking.Act as the Affiliate Delegate for Records Information Management (RIM) and provide guidance and training to Department Delegates.Coordinate with the External Archive keeper (GADSA) for transfers and destructions, and handle purchase orders for this vendor quarterly.Prepare and format departmental documents, ensuring proper proofreading and circulation.Archive departmental documents appropriately.Organize and coordinate company meetings, including materials, meals, and logistics.Support event and team meeting logistics, including financial processes and insurance.Take minutes during Management Team meetings and workshops, maintaining confidentiality.Assist with logistical and travel arrangements for business visitors.Lead travel bookings and visa arrangements, collaborating closely with TravelStore.Maintain overall business calendars and process invoices in SAP POP.Respond to information requests and prepare ad-hoc correspondence or reports.Support the Management Team with finance processes (purchase requisitions, purchase orders, invoice submissions, etc.).Expense Management: Accurately track, manage, and submit expense claims to ensure timely reimbursement and financial accountability.
EDUCATION AND DESIRED SKILLS: Technical degree or University degree (preferred).Minimum of 7 years of secretarial experience, with at least 4 years as an Executive Secretary.Fluency in Portuguese and English (required).Experience with SAP or similar financial processing systems.Proficiency in MS Office and familiarity with office management systems.Strong customer focus and ability to establish a high level of trust and collaboration.Valid EU work permit.
What we offer: Our success depends on amazing individual personalities to work every single day with a sense of purpose and an appetite for progress. Join PMI and you too can:
Seize the freedom to define your future and ours. We'll empower you to take risks, experiment and explore.Be part of an inclusive, diverse culture, where everyone's contribution is respected; collaborate with some of the world's best people and feel like you belong.Pursue your ambitions and develop your skills with a global business – our staggering size and scale provides endless opportunities to progress.One clear purpose: to deliver smoke-free future
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