Office Assistant

About the role

We are seeking an Office Assistant to support the Airbus GBS Management Team in Lisbon. The role acts as the on‑site liaison for employees and the external Facilities Management provider, ensuring smooth daily operations.

Key responsibilities

• Provide administrative support to the Managing Director and senior leadership, including calendar management, event organization, travel arrangements and expense reporting.
• Handle all incoming and outgoing correspondence (email, letters, packages) and coordinate external relationships with embassies, partner companies and government offices.
• Serve as the primary on‑site contact for facilities‑related matters, collecting employee service requests and communicating them to the remote Facilities Manager.
• Monitor the performance of the Facilities Management provider, ensuring service level agreements are met and escalating unresolved issues.
• Manage office supplies and inventory, place orders, verify deliveries and liaise with suppliers.
• Organize office activities, maintain confidential documents securely, and keep electronic and paper records orderly.
• Schedule meeting rooms, prepare equipment and refreshments, and perform support tasks such as scanning, encrypting and filing documents.

Required profile

• Relevant degree or equivalent experience.
• 5 to 10 years of proven experience in office administration or a similar role.
• In‑depth knowledge of office management processes.
• Fluent English (mandatory) and high confidentiality standards.
• Strong organisational abilities and excellent interpersonal skills.

Required skills

• Google Suite
• Microsoft Office (or any Office suite)