ATHENA ADVISERS
Since 2003 Athena Advisers group has created a different kind of international property company which challenges the norm. As "Destination Makers", we strategise, market and sell residential and hospitality property developments around the lifestyle of outdoor culture Property developers value our insight, investors value our expertise, property agents value our reach and we value the impact we have on these people and their life-changing property, investment and lifestyle decisions.
Today we are an international sales network and property investment advisory with offices across three countries and a team based worldwide.
Our carefully nurtured network of property advisers provide local property market knowledge on an international scale. We use this insight to handpick, design and curate the best possible property investment and second-home opportunities for our diverse range of multinational clients.
It is an exciting time to join our business as we diversify our services across the rental and financial industries and adjust our worldwide functions to cater for the changing global dynamics. Please visit Athena Advisers - Why Work With Us? and find out why Athena is such a great place to work.
Role:
We are looking for a highly organised, proactive and detail-oriented person to fill the position of Office Manager and Executive Assistant at our office in Lisbon. This dual role is crucial to ensuring the smooth day-to-day running of the office, while providing high-level administrative support to the senior partner.
As Office Manager, you will act as the main point of contact for all aspects of the office, including facilities, operations, administration and communication, ensuring an efficient, professional and functional working
environment.
As an Executive Assistant, you will be at the heart of the business, working alongside our senior partner.
You will be instrumental in supporting him in the day-to-day running of the business and much more, using your business acumen and ability to manage tasks with minimal guidance. This role requires quick thinking, independent decision-making and the ability to understand rough briefings rather than fully-engineered plans.
The ideal candidate thrives in a fast-paced environment, excels at multitasking, and demonstrates exceptional discretion and professionalism.
You must possess strong organisational and interpersonal skills, a service-oriented mindset, and the ability to work independently with minimal supervision.
Key Responsibilities
Office Manager
* Answer, screen and forward incoming phone calls to appropriate staff;
* Manage the front desk, meet and greet visitors to the office, and keep the office presentable and tidy;
* Sort and distribute mail/deliveries, arrange couriers, and order stationery and other office supplies;
* Establish relationships with service suppliers and contractors, negotiate contracts ensuring value for money, supervise general performance and monitor contractor performance against strict SLAs and KPIs;
* Develop external relationships with appropriate contacts, e.g. auditors, solicitors, bankers and statutory organisations in Portugal;
* Maintain an up-to-date list of fixed assets for the Portuguese office;
* Uphold office security, follow safety procedures and control access via the reception desk (monitor logbook, issue visitor badges) and keep a daily register of who is in/out for H&S reasons;
* Review reports of providers, before payment (Lawyers reports, Bolt, Vodafone etc) and keep the finance director updated on ongoing finances, creditors/debtors, etc.
Executive Assistant
* Provide administrative support including drafting correspondence, preparing presentations, and conducting research with professionalism and discretion;
* Proactive diary & calendar management, arrange meetings, manage appointments and understand current business support issues;
* Provide assistance with asset management and manage condominium accounts for properties in France, Brazil and Portugal;
* Process and submit annual tax declaration;
* Track project milestones, deadlines, and deliverables, thereby ensuring projects are completed on time and within budget;
* Prepare agendas, schedule meetings, collate/update relevant briefing papers and draft minutes;
* Organise personal documentation and maintain confidentiality in the cloud;
* Maintain Partner's expenses, ensuring monthly records are forwarded to Finance Director;
* Coordinate travel, transport and accommodation and create itineraries as and when required;
* Administer professional and personal contacts via social networking accounts on behalf of the Partner - e.g. Whatsapp, Gmail, Slack etc;
* Organise the Partner's personal commitments including travel & childcare and undertake ad hoc personal errands as and when required;
* Manage external company events, Vision Days, conferences etc;
* Guide and maintain projects including Atoba, Harvest Series, Athena Advisers, Paparica Hotel and Private Finance Group;
* Maintain Partner's personal business (Rave Group, Arrábida Collection, Holmead Road, Carel Collection) expenses, ensuring monthly records are forwarded to the accountant. Create invoices from each company, when needed, follow up until payment is made. Make payments to suppliers.
* Update the financial position
* Control the inspections, maintenance and insurance of the Partner's cars, make sure it is all updated. If needed, take the car for maintenance;
* Help with documentation of the family, passports, drivers licence, vaccines etc.
Qualifications and Experience
* At least three years of experience as an Executive Assistant and/or Office Manager;
* Excellent written and spoken Portuguese, French and English;
* Strong IT literacy with extensive knowledge of MS Office Suite and Google Suite;
* Exceptional organizational skills with meticulous attention to detail and the ability to manage
* multiple priorities simultaneously without missing a beat;
* A proactive, can-do attitude and a problem-solving mindset, always looking for ways to improve
* efficiency and enhance the office experience;
* Strong interpersonal skills with a natural ability to build rapport and collaborate effectively with
* diverse teams;
* Flexibility to travel to support business goals.
If this opportunity sounds like the right fit for you, please share your CV with us