Executive Administrative Assistant
Mad Plastic is a small, founder-led Portuguese company working at the intersection of
design, engineering, and sustainability
. We are currently two founders (Material Engineer and Industrial Designer) and are looking for a reliable, organized, and proactive Executive Administrative Assistant to support us with operational and administrative tasks.
This role is ideal for someone who enjoys bringing structure to creative environments and wants to be a key support person in a growing startup.
Key Responsibilities
Finance & Administration
* Financial tracking, P&L, cashflow, etc.
* Financial projections.
* Collect, scan, and organize receipts by date
* Maintain reconciliation spreadsheets
* Prepare and send client invoices and follow up when needed
* Make online payments and manage recurring expenses
* Support salary payments and payment schedules
* Liaise with the accountant and prepare documents when required
Operations & Logistics
* Book
flights, accommodation, and travel arrangements
* Manage supplier and service payments
* Organize contracts, agreements, and administrative documents
* Make financial reports.
Grants & Funding Support
* Research relevant grants and funding opportunities
* Assist with applications, deadlines, and required documentation
* Track grant timelines and reporting requirements
Who You Are
* Highly organized, detail-oriented, and reliable
* Comfortable handling financial and administrative tasks
* Proactive: you notice problems before they become urgent
* Confident working independently with minimal supervision
* Experience in a startup, small company, or freelance environment is a strong plus
* Comfortable with spreadsheets, online banking, invoicing tools, and cloud storage
* Clear communicator and respectful of confidentiality
Why Join Mad Plastic?
MAD PLASTIC was created out of frustration with the plastic crisis. We're mad about plastic pollution, overconsumption, and systems that allow valuable material to be treated as waste. Instead of accepting the status quo, we use design and engineering to rethink how plastic is produced, used, and reused.
We believe recycling should be practical, accessible, and well-designed. By combining creativity with technical know-how, we turn discarded plastic into functional objects and meaningful solutions, proving that waste can be a starting point, not an endpoint.
* Contribute to concrete projects focused on circularity, responsible production, and giving plastic a second life
* Collaborate directly with the founders in a small team where decisions are fast and your work has visible impact
* Benefit from a flexible working setup based on trust, autonomy, and respect for work–life balance
* Grow with MAD PLASTIC and help define how the company is structured and operated as it develops
Why This Role Matters
By supporting the administrative and financial backbone of MAD PLASTIC, you help transform ideas into reality. Your work directly enables us to focus on designing, engineering, and pushing forward solutions to the plastic crisis.
Qualifications
* Strong written and verbal communication skills
* Advanced Portuguese and English.
* Experience supporting company administration in Portugal, including invoicing, expenses, payroll processes, and compliance-related documentation
* Valid work permit