Administrative Assistant (M/F/D)

Icligo; Vila Nova de Gaia; On-site; EUR 18,000 - 26,000; Full time

Job summary

Icligo is seeking a proactive Administrative & Office Support professional to provide essential administrative and operational support across the company, ensuring smooth daily office operations and a welcoming environment for staff, clients, and visitors.

You will help keep internal processes organised, support multiple teams, coordinate office needs and suppliers, and contribute to a professional office culture with attention to detail and teamwork.

Qualifications

• Proven experience in administrative, operational support or office management roles.
• Proficient in Microsoft Office (Excel, Word, PowerPoint) and document preparation.
• Excellent organizational skills and attention to detail.
• Strong communication and interpersonal abilities.
• Ability to manage multiple priorities and work in a team.

Responsibilities

• Provide administrative support across HR, Finance, Legal, Marketing and Administration.
• Manage and monitor the general company email inbox and administrative requests.
• Prepare, review, and organise documents, presentations, procedures and internal materials.
• Organise, digitise, file and maintain up-to-date company documentation.
• Ensure day-to-day office management, including cleaning, maintenance and liaising with suppliers.
• Manage stock and purchase office supplies and consumables.
• Prepare meeting rooms and welcome clients, suppliers, visitors and new employees.
• Manage mail, packages and deliveries and ensure proper distribution.
• Provide support with onboarding, business travel and logistical needs.
• Support events and internal activities through purchasing and supplier management.
• Perform other administrative tasks for smooth company operations.

Skills

Organisational skills

Communication skills

Interpersonal skills

Teamwork

Education

High school diploma

Administration/Management degree valued

Tools

Microsoft Office

Excel

Word

PowerPoint

Job description

We are looking for a proactive and organised Administrative & Office Support professional to join our team. In this role, you will provide administrative and operational support across different areas of the company, while ensuring the smooth day-to-day running of our office.

You will play an important role in keeping our internal processes organised, supporting different teams with documentation and administrative tasks, coordinating office needs and suppliers, and ensuring a welcoming and professional environment for employees, clients, partners and visitors. This is a hands-on role that requires strong organisational skills, attention to detail, autonomy and a collaborative mindset.

Key Responsibilities

• Provide administrative support to different areas of the company, including HR, Finance, Legal, Marketing and Administration;
• Manage and monitor the general company email inbox and other administrative requests, ensuring they are properly forwarded and/or addressed;
• Prepare, review, update and organise documents, presentations, procedures and other internal materials, ensuring clarity, consistency and accuracy;
• Organise, digitise, file and maintain up-to-date company documentation;
• Ensure the day-to-day management of the office, including cleaning, maintenance, common areas and liaising with suppliers;
• Manage stock and purchase office supplies, water, coffee, snacks and other consumables;
• Prepare meeting rooms and welcome clients, suppliers, visitors and new employees, ensuring a professional and friendly reception;
• Manage mail, packages and deliveries, ensuring their proper distribution;
• Provide support with onboarding processes, business travel and other logistical needs;
• Support the organisation of events and other internal activities, particularly through purchasing and supplier management;
• Perform other administrative and operational tasks required for the smooth running of the company.

Requirements

• High school diploma or higher education, with a degree or training in Administration, Management or a related field being valued;
• Previous experience in administrative, operational support or office management roles;
• Good knowledge of Microsoft Office, particularly Excel, Word and PowerPoint;
• Strong ability to prepare and review documents, presentations and procedures;
• Excellent organisational skills, autonomy and attention to detail;
• Strong communication and interpersonal skills;
• Ability to work as part of a team and manage multiple priorities;
• Strong sense of responsibility, discretion and professional ethics;