Who We Are:
At VML, we are a beacon of innovation and growth in an ever-evolving world. Our heritage is built upon a century of combined expertise, where creativity meets technology, and diverse perspectives ignite inspiration.
With the merger of VMLY&R and Wunderman Thompson, we have forged a new path as a growth partner that is part creative agency, part consultancy, and part technology powerhouse.
Our global family now encompasses over 30,000 employees across 150+ offices in 64 markets, each contributing to a culture that values connection, belonging, and the power of differences.
Office Administrator needed to join our team on a part-time basis.
The opportunity:
As our Office Administrator in Porto, you'll be the glue that holds our vibrant office together. You'll play a vital role in ensuring our day-to-day operations run seamlessly, providing administrative support to our talented team of over a hundred specialists.
Do you thrive in a fast-paced environment where no two days are the same? Are you a master of organization with a knack for keeping things running smoothly? If so, we want you on our team!
What you'll be doing:
Provide prompt and professional first contact for staff, clients, and visitors to the office.
Coordinate travel arrangements, ensuring smooth and hassle-free trips for our team.
Be a communication pro, responding to internal and external inquiries via phone and email with professionalism and a helpful attitude.
Handle sensitive information with the utmost discretion and confidentiality.
Liaise with service providers/contractors and maintain the preferred supplier list.
Health and Safety: maintain appropriate documentation and records.
Liaise with the property management company ensuring any issues are addressed.
Ensure everyone works in a neat and pleasant environment.
Take ownership of office reporting, including internal hours, training records, and certifications.
Contribute to a positive and collaborative work environment by assisting with office communications and running social events.
Ensure the utilisation of workspace and maintaining floor plans.
Work closely with and support the People Administrator Intern.
What we want from you:
Proven experience in a related role such as Office Assistant, Receptionist or other relevant position.
Proficient in use of Microsoft systems, Outlook, Word, and Excel.
Prepared to support/cover other administrative roles when required.
Keen to learn and find new ways of doing things.
Hard-working, committed, self-driven, able to use initiative.
Always friendly, approachable and presentable.
Customer service focused with a high level of professionalism.
An excellent communicator, fluent in both English and Portuguese.
Ability to prioritise and juggle multiple streams of activity.
Ability to build good relationships, both internally and externally.
Ability to handle confidential information with discretion.
What we can offer you:
Alongside the opportunity to work with some of the most exciting brands around the world, we'll also prioritise your career development and help you grow your skills.
We offer a great benefits package including hybrid working, social events, training opportunities, medical and dental insurance, life assurance, meal cards and much more.
Our personality and behaviours:
Connect Meaningfully
Inspire Creatively
Include Purposefully
Approach Positively
Our brilliant, talented people are what makes VML Enterprise Solutions what we are.
AT VML Enterprise Solutions
Our Enterprise Solutions division houses strategic consultants, creative and technical architects and skilled developers that help some of the world's leading organisations deliver outstanding digital experiences.
In our Porto office, you'll join a team of specialists who are always ready to help each other.
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