Office Assistant

Responsibilities - your mission

The jobholder will report to and assist the Airbus GBS Management Team in all strategic missions. The role's primary responsibility is to serve as the on-site liaison to employees, support the Senior Management Team and act as a single point of contact for our external Facilities Management provider.

The jobholder will be responsible to (but not limited to):

Administrative & Management Support:

Support managing director, and other leadership members in:

• Managing calendar tasks and schedules

• Organize events, meetings, etc

• Making travel arrangements and managing expense reports.

• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)

• coordinate the external relationship activities (embassies, other companies, Secretary of state)

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2. Liaise with Facilities Management and employees

• Acting as the On-site Liaison: Serving as the key contact person for all day-to-day facilities-related matters, collecting employee or company service needs, and communicating them directly to the remote Facilities Manager.

• Performance Oversight: Proactively monitoring the performance of the FM provider, ensuring that all services (e.g., cleaning, maintenance) meet the agreed-upon Service Level Agreements (SLAs). The jobholder will be the first point of on-site escalation for any unresolved issues.

• Supplier and Inventory Management: Overseeing all office supplies and inventories, placing orders, verifying deliveries and coordinating with suppliers as necessary.

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3. Organise and coordinate office related activities

• Handle confidential documents ensuring they remain secure;

• Maintain electronic and paper records ensuring information is organized and easily accessible.

• Handling and prioritizing all outgoing and incoming correspondence (e-mail, letters, packages, etc.).

• Handling confidential documents, ensuring their security and organization.

• Managing meeting room schedules, ensuring all equipment and refreshments are prepared.

• Undertaking support tasks on behalf of the management team, such as encrypting documents, scanning, and organizing files.

Based in Airbus GBS Lisbon, the jobholder will actively contribute to the success of the new entity in order to make it a real differentiator for Airbus Group efficiency.

Requirements - our ideal candidate will have

• Relevant Degree or Equivalent Experience

• 5 to 10 years of proven experience as an office administrator or in a similar office management role.;

• In depth knowledge of office management;

• Familiarity with basic research methods and reporting techniques

• Fluent English (mandatory)

• High confidentiality standards as the jobholder will be involved in strategic discussions and decisions of the company

• Strong organisational skills

• Working knowledge with Google Suite or comfortable with any Office suites

• Strong ability for interpersonal relations (empathy, diplomacy)

• Values: Integrity, respect, team spirit

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Benefits - what’s in it for you

• Diverse career opportunities within Airbus European core countries or in other regions around the world.

• A hybrid working model, allowing you to combine onsite and offsite work.

• A modern office well connected to public transportation.

• A motivated and fun crew to grow and build and shape the GBS together.

• An intense and exciting onboarding experience.​