Office Manager and Executive Assistant

Description

Office Manager and Executive Assistant

Part-time role with coverage Monday to Friday – 9:00 to 13:00 or 14:00

Alvarez & Marsal (A&M) is a global professional services firm specializing in turnaround and interim management, performance improvement and business advisory services. A&M delivers specialist operational, consulting and industry expertise to management and investors seeking to accelerate performance, overcome challenges and maximize value across the corporate and investment lifecycles. Founded in 1983, the firm is known for its distinctive restructuring heritage, hands-on approach and relentless focus on execution and results.

Responsibilities

General Office Administration

•Organize office procedures and operations.

• Professionally interact with all internal and external personnel, often at upper and executive-management level.

• Communicate building information and office-wide information such as upcoming events, new office procedures, closures due to inclement weather etc.

Office Operations

• Primary point of contact for day-to-day office needs, including building management, general maintenance and cleaning, office vendors, mail, supplies, equipment, and invoices.

• Manage third party vendors in terms of procurement, RFP processes and contract negotiations.

• Develop relationship with the building’s property management team/utilization of property’s service request portal. Manage conference room maintenance for internal and external client meetings and events, including reservations and develop a good working knowledge of the video conference and AV equipment to assist and train others when needed.

• Manage logistics for external events, including catering, venue setup, and technology requirements.

• Ensure rooms are kept tidy and stocked appropriately.

• Co-ordinate orders for all office supplies including coffee, kitchen, vending, printing, signage, business cards, photographer, tools and materials.

• Stock kitchen, copy rooms and supply closet.

• Maintain all common areas to ensure a professional work environment.

• Ensure facilities and office equipment are always in good working order.

• Organize and distribute mail and packages.

• Manage office budget and track expenses.

• Ensure all vendor invoices are processed and paid on time.

• Maintain employee records and ensure compliance with HR policies and procedures together with HR Ops team and Payroll.

• Assist Benefits EMEA with Portuguese benefits scheme.

• Coordination and reporting of all maintenance/cleaning issues.

• Manage external vendor scheduling, both emergency and regular maintenance visits.

• Manage requests/costs of after-hours services (HVAC) or other ad-hoc property management requests.

Corporate Real Estate

• Central point of contact with Global Corporate Real Estate (CRE) for non-standard approvals or other project related work requirements

• Desk reservation system and facilities requests: - Local space management administrator for internal service request portal - Quarterly updates for space allocations - Action all facilities requests to completion in conjunction with building contractors and/or third parties (i.e., temperature adjustments, leaks, spills, broken equipment etc.)

• Support CRE team with invoice submission and ad hoc office projects including renovation, construction, and office moves.

Health & Safety/Security

• Manage A&M’s Lisbon Office’s Health and Safety program.

• Manage Environmental, Social and Governance (ESG) best practices in the office.

• BCP and Incident Response coordination with EMEA Operations Leadership.

• Manage the premises access security process and procedures: - Co-ordination with the building for base-building badge assignment/administration of our internal office security system - Issue badges to new hires; execute termination of access with internal security system and building system for off-boards, manage temp badges etc. - Serve as Fire Warden & First Aider.

MDs support

• Assist and support local MDs.

• Scheduling meetings while maintaining & coordinating calendars for the MDs in Lisbon office.

• Coordinating internal and external marketing events together with other departments.

• Using Salesforce.com to track and monitor Business Development activities.

• Onboarding of clients and projects (conflict checks etc.).

• Coordinating travel plans, hotels etc for MDs plus supporting them into entering expenses into SAP Concur.

• Creating and amending documents in PowerPoint, Excel and Word.

• Organize and maintain physical and digital filling systems.

Qualifications

• Bachelor's degree in Business Administration, Management, or a related field.

• Proven experience as an Office Manager, Administrative Manager, or in a similar role.

• Prior experience in Facilities Management & Project Management.

• Excellent organizational and multitasking skills.

• Outstanding customer service and interpersonal skills.

• Ability to effectively interact with clients and employees.

• Excellent verbal and written communication skills.

• Excellent computer skills include a strong working knowledge of Microsoft Office Outlook, Word, Excel and PowerPoint. Previous experience with Service Now and Concur Expense is a benefit.

• Ability to handle confidential information with discretion.

• Familiarity with international business practices and cultural sensitivity.

• Fluent in reading, writing, and speaking in European-Portuguese.

• Proficient in reading, writing, and speaking in English.

• Experience in an international consulting or professional services environment.

• Knowledge of additional languages.

• Project management certification or experience Key Competencies.

• Organized and detail orientated with excellent follow through.

• Flexibility and adaptability.

• Can do attitude.

• Strong problem-solving skills.

• Time management.

• Self-motivated, tactful, and a great team player.

• Professional image and demeanor.

Diversity & Inclusion

A&M’s entrepreneurial culture celebrates independent thinkers and doers who can positively impact our clients and shape our industry. The collaborative environment and engaging work—guided by A&M’s core values of Integrity, Quality, Objectivity, Fun, Personal Reward, and Inclusive Diversity—are the main reasons our people love working at A&M. Inclusive Diversity means we embrace diversity, and we foster inclusiveness, encouraging everyone to bring their whole self to work each day. It runs through how we recruit, develop employees, conduct business, support clients, and partner with vendors. It is the A&M way.

Equal Opportunity Employer

It is Alvarez & Marsal’s practice to provide and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination because of race, color, creed, religion, national origin, ancestry, citizenship status, sex or gender, gender identity or gender expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, family medical history, genetic information or other protected medical condition, political affiliation, or any other characteristic protected by and in accordance with applicable laws. Employees and Applicants can find A&M policy statements and additional information by region here.

Unsolicited Resumes from Third-Party Recruiters

Please note that as per A&M policy, we do not accept unsolicited resumes from third-party recruiters unless such recruiters are engaged to provide candidates for a specified opening and in alignment with our Inclusive Diversity values. Any employment agency, person or entity that submits an unsolicited resume does so with the understanding that A&M will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.