Executive Operations & Projects Coordinator

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

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.