Business Operations & Management Support Specialist

Decskill; Lisboa; On-site; EUR 42,000 - 54,000; Full time

Job summary

Decskill in Lisbon is seeking a Business Operations & Management Support Specialist to coordinate management meetings, manage calendars across multiple time zones, and prepare presentations and management documents for cross-functional teams.

You will maintain SharePoint sites, track actions, and support international initiatives, while ensuring governance and information security. A degree and 3+ years of experience are required; English fluency is mandatory.

Qualifications

• Degree in Business Administration, Management, Communication or a related field.
• 3+ years of experience in executive assistance, management support, project coordination or a similar role.
• Experience coordinating management meetings, workshops and recurring organizational activities.
• Experience with calendar management and scheduling across multiple stakeholders and time zones.
• Experience preparing presentations, reports, agendas, briefings and management documentation.
• Strong stakeholder coordination, organizational and administrative skills, including action tracking and follow-up management.
• Proficiency in Microsoft 365, including Outlook, Excel, PowerPoint, Teams, SharePoint and Planner.
• Experience maintaining document repositories, shared calendars and collaboration platforms.
• Ability to work independently within defined processes and governance structures.
• Experience supporting international and cross-functional teams.
• Knowledge of project management, Agile methodologies or IT Service Management practices such as ITIL (nice to have).
• Familiarity with process improvement, reporting automation or Microsoft 365 productivity solutions (nice to have).
• Knowledge of connectivity, network services or technology environments (nice to have).
• Fluent in English (B2+ - is mandatory).

Responsibilities

• Coordinate management meetings, leadership reviews, workshops and organizational events, including scheduling, agendas and supporting materials.
• Manage calendars, appointments and scheduling activities across multiple stakeholders and time zones.
• Prepare presentations, reports, briefings, meeting agendas and management documentation.
• Support meetings through preparation, facilitation, documentation, decision tracking and follow-up on agreed actions.
• Maintain SharePoint sites, document repositories, contact lists, templates and management information structures.
• Consolidate information for management updates, operational reports, presentations and organizational communications.
• Coordinate internal communications related to organizational changes, strategic priorities, initiatives and events.
• Maintain operational trackers, administrative records, planning information and action logs.
• Support project and initiative coordination by maintaining Planner boards, milestones, dependencies and project documentation.
• Prepare status reports and progress summaries based on inputs provided by stakeholders.
• Coordinate activities across leadership, functional teams and external stakeholders, ensuring deadlines and commitments are followed up.
• Handle confidential information in accordance with information security and data protection requirements.

Skills

Executive assistance

Project coordination

Stakeholder coordination

Time management

Documentation

Independent work

Education

Bachelor's degree in Business Administration/Management/Communication or related field

Tools

Microsoft 365

Outlook

Excel

PowerPoint

Teams

SharePoint

Planner

Job description

We are growing. And we are looking for talented people.

At Decskill, we believe that technological excellence is driven by human talent.

We are an IT consulting company with more than 10 years of consolidated experience in the market, focused on building long-term relationships with both our clients and our people. Today, we are a community of over 800 professionals, working from Lisbon, Porto, and Madrid, contributing to impactful technology initiatives.

As part of the Astek Group, we combine a strong local culture with a global presence, being active in around 23 countries across 4 continents. This allows us to offer an international context, diverse challenges, and long-term career opportunities, while staying close to our teams.

Business Operations & Management Support Specialist for a project in Lisbon

Responsibilities:

• Coordinate management meetings, leadership reviews, workshops and organizational events, including scheduling, agendas and supporting materials.
• Manage calendars, appointments and scheduling activities across multiple stakeholders and time zones.
• Prepare presentations, reports, briefings, meeting agendas and management documentation.
• Support meetings through preparation, facilitation, documentation, decision tracking and follow-up on agreed actions.
• Maintain SharePoint sites, document repositories, contact lists, templates and management information structures.
• Consolidate information for management updates, operational reports, presentations and organizational communications.
• Coordinate internal communications related to organizational changes, strategic priorities, initiatives and events.
• Maintain operational trackers, administrative records, planning information and action logs.
• Support project and initiative coordination by maintaining Planner boards, milestones, dependencies and project documentation.
• Prepare status reports and progress summaries based on inputs provided by stakeholders.
• Coordinate activities across leadership, functional teams and external stakeholders, ensuring deadlines and commitments are followed up.
• Handle confidential information in accordance with information security and data protection requirements.

Requirements:

• Degree in Business Administration, Management, Communication or a related field.
• 3+ years of experience in executive assistance, management support, project coordination or a similar role.
• Experience coordinating management meetings, workshops and recurring organizational activities.
• Experience with calendar management and scheduling across multiple stakeholders and time zones.
• Experience preparing presentations, reports, agendas, briefings and management documentation.
• Strong stakeholder coordination, organizational and administrative skills, including action tracking and follow-up management.
• Proficiency in Microsoft 365, including Outlook, Excel, PowerPoint, Teams, SharePoint and Planner.
• Experience maintaining document repositories, shared calendars and collaboration platforms.
• Ability to work independently within defined processes and governance structures.
• Experience supporting international and cross-functional teams.
• Knowledge of project management, Agile methodologies or IT Service Management practices such as ITIL (nice to have).
• Familiarity with process improvement, reporting automation or Microsoft 365 productivity solutions (nice to have).
• Knowledge of connectivity, network services or technology environments (nice to have).
• Fluent in English (B2+ - is mandatory).

Are you looking for an environment that values curiosity and commitment? Here, your contribution has real impact and individual growth is taken seriously.

Find with us the right opportunity to grow!

What you can expect from us

• Long-term projects with national and international context
• Opportunities to grow technically and professionally
• A people-first culture, focused on transparency and trust
• Teams that value ownership, collaboration and stability

Your next challenge might start here.

At Decskill, we are committed to equal opportunities and non-discrimination. We promote a culture of diversity and inclusion, where recruitment and career progression are based solely on talent, regardless of age, gender, ethnicity, race, nationality, or any other form of discrimination incompatible with human dignity.