Executive Assistant – Administrative Support

About the role

We are seeking an Executive Assistant to provide comprehensive administrative support at our Lisbon office. The role involves greeting visitors, managing correspondence, handling mail, and maintaining filing systems to ensure smooth daily operations.

Key responsibilities

• Welcome and direct guests, manage visitor logs and escort to destinations.
• Open, read, and draft routine letters and emails; attach appropriate files to outgoing correspondence.
• Take, distribute and archive meeting minutes.
• Handle incoming and outgoing mail, including packages and fax transmissions.
• Create and maintain both paper‑based and electronic filing systems for records, reports and documents.
• Prepare letters, memos and other documents using word processing, spreadsheet, database and presentation software.
• Enter, update and retrieve information in computer databases and reservation systems.
• Operate standard office equipment such as telephone, fax, photocopier, calculator and other electronic peripherals.
• Document and forward guest requests or complaints to the appropriate department.
• Uphold company policies, maintain confidentiality and present a professional appearance.

Required profile

• High school diploma or equivalent; further education in administration is a plus.
• Excellent written and verbal communication in English.
• Professional demeanor with strong attention to detail.
• Ability to lift and move items up to 10 lb without assistance.
• Commitment to providing courteous service to guests and colleagues.

Required skills

• Proficiency with Microsoft Word, Excel and PowerPoint.
• Experience using database or reservation software.
• Competence in handling email, fax and other office communication tools.
• Ability to operate standard office equipment (telephone, photocopier, calculator).

What we offer

• Full‑time, on‑site position within a global hospitality brand.
• Inclusive and diverse work environment.
• Opportunities for professional development.