Executive Assistant

Location:

Portalegre, Portuguese areas, Portugal

Salary:

Competitive

Type:

Permanent

Main Industry:

Search Legal Jobs

Advertiser:

adidas

Job ID:

132664637

Posted On:

30 January 2026

Purpose & Overall Relevance for the Organisation:

To provide a high level of administrative support to GBS Porto, specifically the Vice President and his direct reports, so as to ensure efficient management and running of the department on a day to day level.

Key Responsibilities:

-Manage all kinds of information, including incoming mail, documentation, copying, distribution, filing and archiving for the Vice President
-Manage and Organize any off site meetings (about 4 per year)
-Key contact point for Intranet information management, ensure content of the Intranet is up to date (up to 1 day per week)
-Manage cost center, invoicing budget tracking and reporting
-Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material.
-Route and answer routine correspondence not requiring executive’s attention to ensure timely and accurate response.
-Receive and screen telephone calls and host external visitors.
-Schedule and arrange appointments, meetings and conferences.
-Coordinate and organize all travel arrangements, e.g. by writing travel and transport service requests and by claiming the travel expenses and organizing cash advance for Vice President and Department Heads.
-Resolve problems requiring knowledge of company policies and procedures, e.g. administration of vacation leave and sickness forms.
-Carry out special projects and assignments as requested.
-Handle the office communication, office supplies and departmental equipment.
Key Relationships:

-Senior Management Team
-All GBS departments
-External parties
 

Knowledge, Skills and Abilities:

-Excellent interpersonal and organizational skills
-Excellent communication skills – both written and verbal
-Progressed working knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook)
-Very good command of English both written and spoken
-High level of service orientation in dealing with internal and external stakeholders/customers
-Advanced PC software skills
-Advanced knowledge on new media & applications
Requisite Education and Experience / Minimum Qualifications:

-5 years of experience
-Experienced in job and fully qualified/trained
-Combined theoretical and practical knowledge incl. company policies and practices
-Excellent command of English

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