Project Management Assistant

Calouste Gulbenkian Foundation; Lisboa; Vor Ort; EUR 21.000 - 30.000; Vollzeit

Zusammenfassung

The Calouste Gulbenkian Foundation is seeking a Project Management Assistant to support the Planning and Strategy team in Lisbon. You will map, document, and continuously improve the Foundation’s processes, ensuring procedures are well-validated and accessible on the document management platform.

You will collaborate with various units, create clear flowcharts, and help maintain documentation quality, accuracy, and consistency across the organisation.

Qualifikationen

• Minimum 1–2 years of experience in similar roles.
• Strong written communication skills in Portuguese.
• Good command of English.
• Proactive, independent, and team-oriented mindset.
• Analytical thinking and attention to detail.

Aufgaben

• Conduct process identification, mapping, and documentation with stakeholders.
• Create, review, and retire procedures with quality standards.
• Develop flowcharts and structured documentation for processes.
• Coordinate validation meetings with stakeholders.
• Monitor the publication process for procedures and deadlines.
• Manage and optimise the document management platform in SharePoint.

Tools

MS Office

Power BI

Power Query

Jobbeschreibung

The Calouste Gulbenkian Foundation is a private institution whose core mission is to improve people’s quality of life through the arts, philanthropy, science, and education. The Foundation carries out its activities from its headquarters in Lisbon and through its branches in Paris and London.

We are looking for a Project Management Assistant to join the Planning and Strategy team, responsible for the mapping, documentation, and continuous improvement of the Foundation’s organizational processes.

This role is essential to ensuring that internal procedures are accurately documented, validated by stakeholders, and published in an accessible manner on the document management platform. The successful candidate will work closely with the Foundation’s various organizational units.

Key Responsibilities

• Conduct process identification, mapping, and documentation activities in collaboration with stakeholders, identifying opportunities for improvement and proposing appropriate changes;
• Create, review, and retire procedures, ensuring compliance with internal standards and maintaining the quality, consistency, and clarity of documented information;
• Develop flowcharts and structured documentation that accurately represent processes, ensuring data standardisation and the use of clear and accessible language;
• Coordinate validation meetings with stakeholders, ensuring alignment and approval of the documentation produced;
• Monitor the approval and publication process for procedures, ensuring compliance with deadlines and established internal workflows;
• Manage and optimize the document management platform in SharePoint, ensuring the organisation, accessibility, and continuous updating of information.

Required Qualifications and Skills

• Minimum of 1–2 years of experience in similar roles, ideally in continuous improvement, process mapping, or business intelligence;
• Basic knowledge of automation and the application of artificial intelligence in process documentation (meeting transcription, data structuring, quality assurance);
• Strong proficiency in MS Office applications (Word, Excel, and PowerPoint);
• Knowledge of Power BI and Power Query;
• Strong attention to detail, analytical mindset, and excellent written communication skills in Portuguese;
• Good command of English;
• Team-oriented mindset with strong verbal and written communication skills;
• Proactive approach and ability to work independently in managing tasks and resolving issues;
• Strong analytical and critical thinking skills applied to process and documentation analysis.

The Gulbenkian Foundation strives to attract and retain talent by recognising people as our most important asset in fulfilling the Foundation’s mission. Our organisational culture is grounded in the institution’s values, encouraging motivated teams to thrive in a healthy and inclusive workplace.

We welcome applications from all people, regardless of their age, gender, sexual orientation, ethnic origin, religion, or disability, in particular of those who identify with underrepresented groups in the various initiatives promoted by the Foundation.