Assistant to the CEO

Time Commitment: 20-30 hours p/Week (being present at Lisbon Project office minimum twice a week). 

Intern reports to: CEO, Gabriela Faria

Start Date: 01/08/2025

Summary:

As the CEO’s assistant you will ensure that the CEO can focus on leading the organization and achieving its mission by providing essential administrative, communication, and project management support.

Essential Duties and Responsibilities:

• Administrative Support: You will be responsible for providing administrative support to the CEO. This may include managing the CEO’s calendar, scheduling appointments, and preparing correspondence.

• Meeting Coordination: You will be responsible for coordinating meetings, including scheduling, agenda preparation, and document preparation.

• Event Planning: You will be responsible for organizing events, coordinating with partners, and ensuring that events are successful and meet the organization’s goals.

• Fundraising Assistance: You will be asked to provide assistance with fundraising efforts, such as preparing materials, tracking donations, and managing donor relationships.

• Budget and Finance Management: You may be asked to assist with budget preparation, tracking expenses, and managing financial records.

• Program and Project Management: You may be asked to assist with program and project management, including tracking progress, preparing reports, and coordinating with stakeholders.

• Liaison: You will serve as a liaison between the CEO and internal and external stakeholders, including board members, staff, donors, and partners.

• Following the minimum performance guidelines (MPGs). To be consulted internally with the position's supervisor.

• Social Media Support - You may be asked to assist in creating and scheduling social media content, helping to maintain a consistent online presence and support communication goals, such as storytelling projects, event covering, etc. Assist in all communications between our team of photographers/videographers and project managers.

  
  

Requirements:

• Experience: Experience in a non-profit setting is a plus.

• Organizational Skills: You should have excellent organizational skills, with the ability to manage multiple tasks, projects, and priorities simultaneously. You should be able to prioritize tasks and meet deadlines in a fast-paced environment.

• Communication Skills: You should have strong communication skills, both written and verbal, Portuguese and English.

• Attention to Detail: You should have a keen eye for detail, with the ability to proofread and edit documents for accuracy and completeness.

• Professionalism: You should maintain a high level of professionalism and confidentiality at all times, with the ability to handle sensitive and confidential information with discretion.

• Adaptability and initiative: You should be able to adapt quickly to changing priorities and be willing to take on new challenges as they arise with a pro-active attitude.

• Passion for the mission: A passion for the organization’s mission is highly valued!

Benefits:

• Contributing to Social Impact – Self-fulfilment and personal growth in pursuing a valuable cause.

• Networking Opportunities - Getting connected to partner institutions, philanthropists and people of all backgrounds.

• Knowledge Growth – Learning about immigration related processes, contexts and realities as well as other NGO related topics in Portugal.

• Work Experience - Getting experience working in a professional environment with a welcoming workplace culture.

• Leadership Skills - Develop leadership skills in a dynamic and fun setting.

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Thank you for being a part of our team!