Administrative Assistant

Position Overview

We are seeking a proactive and detailoriented Administrative Assistant to support the Heads of G&A (General and Administrative). Reporting to the Executive Assistant to the CFO this role is vital in ensuring the smooth operation of executivelevel activities and providing administrative support.

The ideal candidate will have exceptional organizational skills a goto attitude and the ability to manage multiple tasks simultaneously. This position requires at least two years of administrative experience excellent English communication skills and proficiency in handling key administrative functions.

Key Responsibilities

1. Calendar Management
   • Efficiently manage and coordinate complex schedules for the G&A Heads.
   • Arrange meetings appointments and conference calls across multiple time zones.
   • Handle lastminute schedule changes and provide timely updates.
2. Documentation Updates
   • Maintain and update critical documents including processes organizational charts and internal reports.
   • Ensure accuracy and accessibility of all documentation.
3. Travel Booking and Coordination
   • Arrange domestic and international travel for the executives including flights accommodations ground transportation and itineraries.
   • Handle changes to travel plans as needed and ensure timely communication with the executives.
   • Work within budgetary guidelines and company policies to secure the best options.
   • Track and organize travel expenses for timely and accurate reporting.
4. Purchase Orders Cost Tracking and Expenses
   • Raise purchase orders (POs) accurately and in a timely manner.
   • Monitor and track departmental costs providing regular updates to relevant stakeholders.
   • Process and reconcile expense reports for the executives in compliance with company policies.
   • Ensure proper documentation and timely submission of all expense claims.
5. General Administrative Support
   • Act as the first point of contact for the supported executives handling correspondence and inquiries professionally.
   • Prepare meeting agendas presentations and followup materials as required.
   • Support meetings taking place at the Lisbon office (physical presence required) preparing materials welcoming guests and acting as support to Office Manager with catering.
6. Collaboration and Communication
   • Work closely with the CFOs Executive Assistant to streamline communication and processes.
   • Coordinate with internal and external stakeholders to ensure tasks and requests are handled efficiently.
   • Maintain confidentiality in handling sensitive information.

Qualifications :

• Experience: Minimum of 2 years in an administrative or executive assistant role preferably in a corporate or multinational environment.
• Skills:
  • Strong written and verbal English communication skills.
  • Proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint and SharePoint).
  • Familiarity with travel booking platforms raising POs processing expense reports and cost tracking.
  • Exceptional organizational and multitasking abilities.
• Attributes:
  • Proactive with a cando and goto attitude.
  • High attention to detail and accuracy.
  • Ability to handle pressure and adapt to changing priorities.

Preferred Qualifications

• Experience supporting senior executives or working within financerelated teams.
• Knowledge of financial processes or tools is a plus.

Additional Information :

Join Unit4 and be part of one of the most exciting journeys in the cloud ERP software space. Were a fastpaced highgrowth peoplecentric company delivering enterprise software for a great people experience and offering our own people a host of benefits and development opportunities. Grow with us At Unit4 we offer:
a culture built on trust giving you the freedom and autonomy to be successful;
balance with our uncapped time off policy remote working opportunities and Global Wellbeing Days when the whole company can switch off and prioritize wellbeing;
talented colleagues role models and mentors work learn and be inspired by some of the best talent in the software industry;
a commitment to sustainability with initiatives such as our Act4Good program a way for everyone at Unit4 to come together and engage in actions that benefit society and the planet;
a safe and inclusive working environment supported by our Employee Resource Groups which are open to all and include Women at Unit4 Pride at Unit4 Mental Health and Access at Unit4 and People of Color at Unit4.

This role may require security clearance required for customer projects and access to sensitive (customer) data. That means that after you have accepted our offer we could ask for background checks. Subject to applicable local laws such security checks may require disclosure of personal information including criminal record declaration right to work personal identification and work history. No worries though well handle it according to local privacy laws and keep your info safe. Questions Feel free to reach out!

Remote Work :

No

Employment Type :

Fulltime