Administrative Assistant (M/F/D)

Icligo; Vila Nova de Gaia; On-site; EUR 18,000 - 24,000; Full time

Job summary

Icligo is seeking an Administrative & Office Support professional to provide hands-on administrative and operational support across the company. You will help keep processes organised, coordinate office needs and suppliers, and create a welcoming environment for staff, clients and visitors.

The role requires strong organisational skills, autonomy and a collaborative mindset to ensure the smooth day-to-day running of the office.

Qualifications

• High school diploma or higher; a degree or training in Administration or Management is valued.
• Previous experience in administrative or office management roles.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Excellent organisational skills, autonomy and attention to detail.
• Strong communication and interpersonal skills; ability to handle multiple priorities.

Responsibilities

• Provide administrative support across HR, Finance, Legal, Marketing and Administration.
• Manage the general company email inbox and administrative requests.
• Prepare, review and organize documents, presentations and procedures.
• Organize and maintain company documentation.
• Oversee day-to-day office management and liaise with suppliers.
• Manage office supplies and stock.
• Prepare meeting rooms and welcome visitors and new employees.
• Support onboarding, business travel and logistical needs.
• Assist with events and internal activities through purchasing and supplier management.
• Perform additional administrative tasks for smooth operations.

Skills

Organisational skills

Autonomy

Team collaboration

Communication skills

Interpersonal skills

Multitasking

Professional ethics

Education

High school diploma or higher in Administration/Management

Tools

Microsoft Office

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;