Office & People Operations Specialist (Part-Time)

We are seeking a highly organised, trustworthy, and proactive Office & People Operations Specialist to ensure the smooth running of daily office operations while providing structured support across people operations, procurement, and executive assistance.

This role sits at the intersection of operational excellence, people experience, and executive support, requiring discretion, autonomy, and a strong service mindset.

Key Responsibilities

1. Office Management

• Ensure seamless day-to-day office operations, including facilities, supplies, equipment, and maintenance
• Act as the primary point of contact for reception, visitors, mail, couriers, and building management
• Coordinate shared spaces, internal events, training sessions, and team offsites
• Manage relationships with office vendors (cleaning, security, catering, utilities) and monitor service quality
• Track office budgets, expenses, invoices, and purchase orders in close collaboration with Finance
• Support workplace sustainability initiatives and company culture activities

2. HR & People Operations Support

• Support end-to-end recruitment and onboarding processes, including job postings, interview coordination, contracts, and onboarding logistics
• Maintain accurate employee records and ensure compliance with GDPR/RGPD requirements
• Assist with payroll preparation, benefits administration, and HR reporting
• Coordinate training sessions, medical appointments, and health & safety activities
• Support time-off tracking, absence management, and offboarding processes
• Contribute to performance management cycles and learning & development initiatives

3. Procurement & Vendor Management

• Maintain a centralised overview of supplier contracts and renewal timelines
• Source, compare, and evaluate quotations for office supplies, services, travel, and events
• Prepare purchase requisitions, track orders, and follow up on deliveries
• Support cost optimisation through pricing comparisons and spend analysis
• Collaborate with Finance on invoice reconciliation and budget monitoring

4. Executive & Personal Assistance

• Manage complex calendars, meetings, and scheduling across multiple time zones
• Prepare agendas, meeting materials, minutes, and follow-up actions
• Create, format, and maintain professional presentations, reports, and executive briefings
• Coordinate business travel arrangements and manage expense reporting
• Handle sensitive information with the highest level of confidentiality and discretion
• Provide ad hoc administrative, analytical, and reporting support as required

Key Competencies

• Strong organisational and administrative skills, with the ability to prioritise and multitask effectively
• Clear, professional, and confident communication skills
• High levels of discretion, reliability, and attention to detail
• Ability to collaborate effectively across teams and senior stakeholders
• Proactive, service-oriented mindset with a strong sense of ownership

Working Arrangements

• Location: Lisbon (predominantly on-site, approximately four days per week)
• Schedule: Part-time (4 to 6 hours per day)