OFFICE MANAGER AND EXECUTIVE ASSISTANT

MASSLAB; Porto; Presencial; EUR 40 000 - 60 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Attractive benefits

Career growth

Collaborative team

Resumo da oferta

MASSLAB in Porto is seeking an experienced Office Manager and Executive Assistant to act as the operational anchor of the Porto studio. The role requires proactive ownership of daily operations, coordinating office space, budgets, vendor relationships, and partner calendars with autonomy and precision.

The ideal candidate will combine strong administrative skills with strategic thinking, support senior partners, manage meetings and travel, and maintain a smooth, collaborative work environment in

Qualificações

• Proven experience in Office Management or Senior Administrative roles, preferably in fast-paced environments.
• Experience in budget tracking, vendor negotiation, and administrative compliance.
• Strong organizational skills, high detail orientation, and ability to prioritize independently.
• Excellent interpersonal and communication skills with a reliable attitude.

Responsabilidades

• Office Management: supervise office space, logistics, reception, meeting rooms, supplier management, stock control, contracts, and legal compliance.
• Administration & Budget: organize invoices, insurance, contracts, manage supplier payments, oversee annual operating budget with monthly reporting.
• Team Support: manage IT support requests, assist in meetings/events, organize travels, onboarding logistics with People.
• Partner Support: manage partners' agendas, travel, correspondence, expenses, and client meeting logistics.

Conhecimentos

Office management

Executive assistance

Vendor negotiation

Budget tracking

Multitasking

Organization

Ferramentas

MS Office

Design tools

Descrição da oferta de emprego

At MASSLAB, we believe that operational excellence is the foundation of creative freedom. Our studio relies on seamless organization, high-level coordination, and flawless execution to allow our partners and teams to stay fully focused on delivering visionary project work. We are looking for an experienced and highly proactive Office Manager & Executive Assistant to serve as the operational anchor of our Porto studio. We need a seasoned professional who brings solid, proven expertise in studio management, administrative control, and executive partner support — someone capable of taking full ownership of our daily operations with autonomy, precision, and leadership.

Key Responsibilities

• Office Management: Supervising office space maintenance, organization, logistics, front-of-house reception, meeting rooms, supplier management (cleaning, IT, software, office supplies), stock control, service contracts, and legal compliance.
• Administration & Budget: Organizing administrative documentation (invoices, insurance, contracts), managing supplier payments, and overseeing the annual operating budget with monthly cost reporting to Finance & Controller.
• Team Support: Managing IT support requests, assisting in meeting and event planning, organizing team travels, controlling mobility/expense platforms, and managing onboarding logistics with People.
• Partner Support: Managing partners' agendas, appointments, travel arrangements, correspondence, expenses, and client meeting/studio visit logistics.

DESIRED PROFILE

• Proven experience in Office Management, Executive Assistance, or Senior Administrative roles, preferably within fast-paced corporate environments;
• Experience in budget tracking, vendor negotiation, and administrative compliance;
• Strong organizational skills, high detail orientation, and proven ability to prioritize independently;
• Excellent interpersonal and communication skills with a professional, highly reliable attitude;
• Ability to multitask and manage priorities in a dynamic environment;
• Fluency in Portuguese and English (spoken and written);
• Advanced knowledge of MS Office and/or other organization tools;
• Knowledge of design tools will be considered a plus;
• Strategic and collaborative mindset with high initiative and problem-solving capability.

WE OFFER

• Earnings according to proven experience;
• Full-time position at MASSLAB Porto office;
• Integration into a multicultural, energetic, and creative team;
• Opportunity to contribute to impactful and international projects;
• Clear path for professional growth and development opportunities;
• Attractive benefits package;
• A collaborative, flexible, and dynamic work environment in the heart of Porto.

If you have the experience and drive to lead our studio operations, we’d love to hear from you! Send us your CV and a short motivation letter until 27/09.