Office Manager | Shaken Academy

Office Manager

ABOUT US:

Shaken Not Stirred is an organization founded in 2019 with the mission to empower future generations by developing and implementing innovative education projects. Our flagship initiatives include 42 Portugal and TUMO Portugal.

42 is one of the worlds leading coding schools with over 50 campuses across more than 30 countries. It is a free of charge inclusive school open to anyone regardless of academic background or professional experience based on a peer-to-peer project-based learning model with no classes no teachers and no Portugal 42 Lisboa opened in 2020 and 42 Porto in 2022 and has nowadays 2000 active students with an employment rate above 90%.

TUMO is a creative technologies center founded in Armenia and now present in more than 10 countries. Aimed at young people aged 12 to 18 TUMO is a free of charge program that complements formal education through personalized learning paths in areas such as Programming Robotics Animation Game Development Music Photography and Graphic Portugal TUMO centers are already operating in Coimbra Lisboa and Porto each with a capacity for 1.500 students and an ambition to scale even further nationwide.

Shaken Not Stirred is also taking its first steps in international expansion with the upcoming launch of TUMO Bilbao planned for September 2026.

Alongside these free educational initiatives Shaken Not Stirred develops professional and entrepreneurship programs such as the AI Dive for Business delivered both in partnership with companies (B2B) and directly to individuals (B2C). AI Dive for Business is an immersive program designed to challenge participants to explore the transformative power of Artificial Intelligence in a practical and hands-on way. Through a project-based and collaborative learning model participants tackle real business challenges and experiment with AI tools that simplify operations automate processes and unlock new forms of creativity.

All our initiatives are driven by a strong social mission: to promote upward social mobility and contribute to long-term social and economic growth.

ROLE AND RESPONSIBILITIES:

We are looking for an Office Manager to work closely with the Shaken Academy team (AI Dive for Business). This role is key to ensuring the smooth day-to-day functioning of the office supporting internal teams through strong operational administrative and logistical management and maintaining a well-organized and welcoming work environment.

• Office & Facilities Operations:

  • Oversee the daily operations of the office ensuring the space is functional well-maintained and aligned with organizational needs;
  • Coordinate and manage external service providers including cleaning maintenance security and other facility-related services
  • Ensure proper use and upkeep of office facilities and equipment coordinating repairs and improvements when necessary
  • Monitor compliance with legal safety and operational requirements related to the office space in close coordination with Shakens Central Operations Team
  • Handle purchasing of office supplies equipment and services based on team needs;
  • Provide operational support as needed including organizing meetings or meals when necessary (with clients suppliers or team members)

• Logistical Support for Events:

  • Provide comprehensive logistics support for events.
  • Coordinate event logistics including space setup materials catering equipment and supplier liaison
  • Provide on-site operational support during events ensuring smooth execution

• Administrative Management:

  • Provide administrative support to participants when needed including responding to emails and handling day-to-day inquiries;
  • Support program-related documentation such as preparing and sending declarations confirmations or other official documents to participants
  • Coordinate purchasing processes including sourcing ordering and tracking goods and services
  • Maintain accurate records of contracts invoices and operational documentation
  • Work closely with finance and operations teams to ensure budget alignment and cost control

WHAT YOU BRING:

• Relevant professional experience in office management office operations or a similar administrative/operational role
• A proactive hands-on mindset with a strong sense of ownership and responsibility for the workspace and daily operations
• Tech-savvy proficient in tools like Slack Notion Canva shared calendars and other similar platforms
• Excellent communication and interpersonal skills enabling effective collaboration with internal teams external suppliers and partners
• Problem-solving attitude with the ability to anticipate needs and respond quickly to operational challenges
• Attention to detail reliability and a strong commitment to maintaining an organized efficient and welcoming office environment
• Fluency in Portuguese and a decent level of written and spoken English

WHAT WE OFFER:

• A full-time position carried out in-loco in a cool & dynamic office located in Unicorn Factory;
• A collaborative team where we all feel the need to contribute with our best to make growth this project;
• A compensation & benefits package that meets the responsibility required for the role aligned with the candidates experience;
• Time off: 6 additional days off on top of the mandatory leave;
• Health Insurance: 75% co-funded by the organization;
• Learning and development opportunities to help you grow.

All applications must be submitted through the Shaken Not Stirred Linkedin page including your CV. All applications will be handled with respect in strict confidentiality and also regarding the use of Artificial Intelligence by our ATS Factorial RH during the recruitment process in compliance with regulation (EU) 2024/1689.