Office Assistant
Office Assistant
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Job Description
Job Description:
We are looking for an Office Assistant to join our Airbus GBS in Lisbon!
Responsibilities - your mission
The jobholder will report to and assist the Airbus GBS Management Team in all strategic missions. The roles primary responsibility is to serve as the on-site liaison to employees support the Senior Management Team and act as a single point of contact for our external Facilities Management provider.
The jobholder will be responsible to (but not limited to):
Administrative & Management Support:
Support managing director and other leadership members in:
Managing calendar tasks and schedules
Organize events meetings etc
Making travel arrangements and managing expense reports.
Handle and prioritize all outgoing or incoming correspondence (e-mail letters packages etc.)
coordinate the external relationship activities (embassies other companies Secretary of state)
2. Liaise with Facilities Management and employees
Acting as the On-site Liaison: Serving as the key contact person for all day-to-day facilities-related matters collecting employee or company service needs and communicating them directly to the remote Facilities Manager.
Performance Oversight: Proactively monitoring the performance of the FM provider ensuring that all services (e.g. cleaning maintenance) meet the agreed-upon Service Level Agreements (SLAs). The jobholder will be the first point of on-site escalation for any unresolved issues.
Supplier and Inventory Management: Overseeing all office supplies and inventories placing orders verifying deliveries and coordinating with suppliers as necessary.
3. Organise and coordinate office related activities
Handle confidential documents ensuring they remain secure;
Maintain electronic and paper records ensuring information is organized and easily accessible.
Handling and prioritizing all outgoing and incoming correspondence (e-mail letters packages etc.).
Handling confidential documents ensuring their security and organization.
Managing meeting room schedules ensuring all equipment and refreshments are prepared.
Undertaking support tasks on behalf of the management team such as encrypting documents scanning and organizing files.
Based in Airbus GBS Lisbon the jobholder will actively contribute to the success of the new entity in order to make it a real differentiator for Airbus Group efficiency.
Requirements - our ideal candidate will have
Relevant Degree or Equivalent Experience
5 to 10 years of proven experience as an office administrator or in a similar office management role.;
In depth knowledge of office management;
Familiarity with basic research methods and reporting techniques
Fluent English (mandatory)
High confidentiality standards as the jobholder will be involved in strategic discussions and decisions of the company
Strong organisational skills
Working knowledge with Google Suite or comfortable with any Office suites
Strong ability for interpersonal relations (empathy diplomacy)
Values: Integrity respect team spirit
Benefits - whats in it for you
Diverse career opportunities within Airbus European core countries or in other regions around the world.
A hybrid working model allowing you to combine onsite and offsite work.
A modern office well connected to public transportation.
A motivated and fun crew to grow and build and shape the GBS together.
An intense and exciting onboarding experience.
This job requires an awareness of any potential compliance risks and a commitment to act with integrity as the foundation for the Companys success reputation and sustainable growth.
Company:
Airbus Portugal SAEmployment Type:
Permanent-------
Experience Level:
ProfessionalJob Family:
Administration / DocumentationBy submitting your CV or application you are consenting to Airbus using and storing information about you for monitoring purposes relating to your application or future employment. This information will only be used by Airbus.
Airbus is committed to achieving workforce diversity and creating an inclusive working environment. We welcome all applications irrespective of social and cultural background age gender disability sexual orientation or religious belief.
Airbus is and always has been committed to equal opportunities for all. As such we will never ask for any type of monetary exchange in the frame of a recruitment process. Any impersonation of Airbus to do so should be reported to.
At Airbus we support you to work connect and collaborate more easily and flexibly. Wherever possible we foster flexible working arrangements to stimulate innovative thinking.
Employment Type
Full-Time
