Administrative Assistant

Company Description

We are in Business for People, empowering people in service organizations with innovative Enterprise and Business software solutions. We’ve innovated and taken a new approach to delivering ERP that works for people. Self-driving, adaptive and intuitive software that is changing the way people work. Our solutions empower people and deliver a better people experience so people can spend time on meaningful high value work they live for.

Read more on our website about how we transform work and how people feel about it, so our customers and their people can thrive.

Job Description

Position Overview

We are seeking a proactive and detail-oriented Administrative Assistant to support the Heads of G&A (General and Administrative). Reporting to the Executive Assistant to the CFO, this role is vital in ensuring the smooth operation of executive-level activities and providing administrative support.

The ideal candidate will have exceptional organizational skills, a "go-to" attitude, and the ability to manage multiple tasks simultaneously. This position requires at least two years of administrative experience, excellent English communication skills, and proficiency in handling key administrative functions.

Key Responsibilities

1. Calendar Management
   • Efficiently manage and coordinate complex schedules for the G&A Heads.
   • Arrange meetings, appointments, and conference calls across multiple time zones.
   • Handle last-minute schedule changes and provide timely updates.
2. Documentation Updates
   • Maintain and update critical documents, including processes, organizational charts, and internal reports.
   • Ensure accuracy and accessibility of all documentation.
3. Travel Booking and Coordination
   • Arrange domestic and international travel for the executives, including flights, accommodations, ground transportation, and itineraries.
   • Handle changes to travel plans as needed and ensure timely communication with the executives.
   • Work within budgetary guidelines and company policies to secure the best options.
   • Track and organize travel expenses for timely and accurate reporting.
4. Purchase Orders, Cost Tracking, and Expenses
   • Raise purchase orders (POs) accurately and in a timely manner.
   • Monitor and track departmental costs, providing regular updates to relevant stakeholders.
   • Process and reconcile expense reports for the executives in compliance with company policies.
   • Ensure proper documentation and timely submission of all expense claims.
5. General Administrative Support
   • Act as the first point of contact for the supported executives, handling correspondence and inquiries professionally.
   • Prepare meeting agendas, presentations, and follow-up materials as required.
   • Support meetings taking place at the Lisbon office (physical presence required), preparing materials, welcoming guests, and acting as support to Office Manager with catering.
6. Collaboration and Communication
   • Work closely with the CFO’s Executive Assistant to streamline communication and processes.
   • Coordinate with internal and external stakeholders to ensure tasks and requests are handled efficiently.
   • Maintain confidentiality in handling sensitive information.

Qualifications

• Experience: Minimum of 2 years in an administrative or executive assistant role, preferably in a corporate or multinational environment.
• Skills:
  • Strong written and verbal English communication skills.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint and SharePoint).
  • Familiarity with travel booking platforms, raising POs, processing expense reports, and cost tracking.
  • Exceptional organizational and multitasking abilities.
• Attributes:
  • Proactive, with a "can-do" and "go-to" attitude.
  • High attention to detail and accuracy.
  • Ability to handle pressure and adapt to changing priorities.

Preferred Qualifications

• Experience supporting senior executives or working within finance-related teams.
• Knowledge of financial processes or tools is a plus.

Additional Information

Join Unit4 and be part of one of the most exciting journeys in the cloud ERP software space. We’re a fast-paced, high-growth, people-centric company, delivering enterprise software for a great people experience, and offering our own people a host of benefits and development opportunities. Grow with us At Unit4, we offer:
• a culture built on trust - giving you the freedom and autonomy to be successful;
• balance - with our uncapped time off policy, remote working opportunities and Global Wellbeing Days when the whole company can switch off and prioritize well-being;
• talented colleagues, role models and mentors - work, learn and be inspired by some of the best talent in the software industry;
• a commitment to sustainability - with initiatives such as our Act4Good program, a way for everyone at Unit4 to come together and engage in actions that benefit society and the planet;
• a safe and inclusive working environment – supported by our Employee Resource Groups, which are open to all and include Women at Unit4, Pride at Unit4, Mental Health and Access at Unit4, and People of Color at Unit4.
This role may require security clearance required for customer projects and access to sensitive (customer) data. That means that after you have accepted our offer, we could ask for background checks. Subject to applicable local laws, such security checks may require disclosure of personal information including criminal record declaration, right to work, personal identification and work history. No worries though – we'll handle it according to local privacy laws and keep your info safe. Questions? Feel free to reach out!