Support to management, event organization and administrative tasks
Work description
Administrative support: -Manage the diary and commitments of the INESCTEC.OCEAN Manager; -Ensure clear and effective communication with INESC TEC departments; -Monitoring and keeping accurate records of operational, financial and administrative flows. Event Coordination: -Organising meetings, workshops and events; Coordinate logistics and contact with participants and post-event reports, using virtual platforms when necessary. External Relations: -Establish contact with policy-makers, researchers and administrative services, facilitating efficient collaboration; Represent the INESCTEC.OCEAN professionally in face-to-face and virtual interactions, acting as a point of contact for day-to-day operational needs. Financial and administrative management: -Collaborate with the different INESCTEC departments to process budgets, expenses and funding reports; -Ensuring compliance with internal and external administrative procedures, proactively resolving discrepancies. Operational Efficiency: -Identify and implement improvements in administrative and operational processes; -Anticipating team needs and autonomously resolving unexpected challenges.
Academic Qualifications
Degree in Management, Administration or related field (preferred); Equivalent professional experience will also be considered; Experience analysing European policies and regulations (mandatory); Experience in European projects (preferred).
Minimum profile required
Minimum of 3 years of proven experience in an executive or administrative support role, preferably in a European context.Experience in event planning or project coordination would be a plus.
Preference factors
Organisation and Detail: Proven experience in managing complex administrative flows with high attention to detail. Communication: Strong verbal and written communication skills, with experience in international professional interactions Adaptability: Demonstrated ability to manage multiple priorities and learn new processes in a dynamic environment Digital Proficiency: Proficiency in Microsoft Office Suite and experience with digital collaboration tools Languages: Fluency in English (required); Knowledge of Portuguese and Spanish is valued.
Application Period
Since 27 Feb 2025 to 12 Mar 2025