Personal Assistant (m/f)

Claire Joster; Portugal; On-site; EUR 30,000 - 42,000; Full time

Job summary

Claire Joster, a multinational consumer goods company, is seeking a Personal Assistant to support the General Manager in Portugal. The role requires handling calendars, travel, POs, invoices, and SAP processes, with strong English and handling of sensitive information.

The candidate will organize monthly meetings, coordinate logistics, and manage access to critical systems. This position demands discretion, accuracy, and the ability to juggle multiple requests in a fast-paced environment.

Qualifications

• Previous experience in executive assistance or office management.
• Proficiency with MS Office and SAP.
• Strong calendar, logistics, and multitasking skills.
• Clear written and verbal communication with stakeholders.
• Attention to detail on invoices, POs, travel itineraries.
• Discretion with sensitive information and leadership agendas.
• High level of English; Spanish is a plus.

Responsibilities

• Manage the GM’s calendar and proactively prioritize meetings and deadlines.
• Organize monthly meetings: gather topics, draft agendas, and coordinate logistics.
• Book meeting rooms and coordinate catering as needed.
• Order professional business cards for employees.
• Handle creation and management of Purchase Orders for different suppliers.
• Process urgent payment requests in line with approval workflows.
• Book domestic and international travel arrangements.
• Collect and send travel expense reports to the Barcelona office.
• Scan and send invoices; keep digital records organized.
• Issue Goods Receipts (GRs) in SAP and update records.
• Request employee access in Grafo and support access governance.
• Access and maintain Leadership Team folder on the network with proper filing.

Skills

Calendar management

Discretion

Communication

Attention to detail

Leadership support

Tools

SAP

MS Office

Grafo

Job description

Our client is a company specialized in the Multinational Consumer Goods Company. Currently, they are strengthening their team by looking for a Personal Assistant (m/f).

Function:

• Manage the GM’s calendar, proactively prioritizing meetings and deadlines.


• Organize monthly meetings: gather topics, draft and propose agendas, and coordinate logistics.


• Book and prepare meeting rooms; coordinate catering as needed.


• Order professional business cards for employees.


• Handle creation and management of Purchase Orders for diƯerent suppliers.


• Process urgent, one-oƯ payment requests in line with approval workflows.


• Book domestic and international travel (flights, accommodation, ground transport).


• Collect and send employees’ travel expense reports to the Barcelona oƯice.


• Scan and send invoices; keep digital records organized.


• Issue Goods Receipts (GRs), update records, and upload documentation in SAP.


• Request employee access in Grafo and support access governance.


• Access and maintain the Leadership Team folder on the network, ensuring proper filing


• standards.

Requirements:

• Previous experience in executive assistance, oƯice management, or administrative support in a fast-paced environment.


• Proficiency with MS OƯice and working knowledge of SAP.


• Strong ability to manage calendars, logistics, and multiple requests with accuracy and discretion.


• Clear, professional written and verbal communication, being able to communicate with internal stakeholders and external suppliers.


• High attention to detail for invoices, POs, travel itineraries, and documentation.


• Trustworthy handling of sensitive information and leadership agendas.


• High level of English. Additional Spanish is a plus.