Assistant to the Operations Director
- Feb 12
- 2 min read
Time Commitment: 20 - 25 hours p/Week, (hybrid model, at the office & remote) - Minimum of 6 Months Commitment
Reports to: Operations Director
Start Date: July 2026
Summary:
As the Assistant to the Operations Director, you will provide administrative and project support in order to ensure the smooth running of all the programs within the Lisbon Project.
You will work alongside the Operations Director and Managers, providing support in the planning, researching, organising and executing of program-related services. You will lead internal communication with all prospective, new and long-standing members of the community, ensuring that our members remain aware of how to engage with the Lisbon Project’s programs.
Essential Duties and Responsibilities
Oversee Registrations
Oversee Community Member registration and referral process, ensuring all necessary data is collected on Airtable database and that Community Members feel supported in the integration at the LP.
Be the first point of contact for Community Members as they navigate the LP services, either through WhatsApp or in person.
Support Programs Department in quarterly and annual reporting.
Internal Community Communications
Maintain accurate and regular updates of all activities and opportunities across the LP broadcast channel and on different community platforms such as WhatsApp an, LP notice board and LP internal website.
Field all messages and phone calls received to the main LP phone, offering assurance, guidance and information in a warm and professional manner; encourage maximum Community Member engagement in LP opportunities while consistently clarifying boundaries of LP support and accurately managing Community Member expectations.
Attend and contribute to regular Managers meetings in order to increase overall awareness of LP activities and processes.
Respond with particular care and sensitivity to communication from people in moments of emotional distress while conveying the boundaries of LP support and managing expectations.
Daily Operational Assistance
Assist Director on program follow-up matters – tracking responses, triggering follow-up actions, etc.
Handle day to day administrative tasks for smooth running of programs.
Personal assistance to support the Operations Director, for example, scheduling, researching and organising various things.
Lead on special projects involving research, analysis and presentation of that research.
Organise team meetings and special events, such as staff training.
Keep documentation organised and recording keeping, including minuting meetings.
Assist the Operation Director in the production of briefing papers, reports and presentations.
Learn about the needs of refugees and migrants by participating in LP events and where possible, assisting in areas across the programs.
Participate in training and development activities.
MPGs
Following the minimum performance guidelines (MPGs). To be consulted internally with the position's supervisor.
Requirements
Fluent in English. Portuguese and other community languages are highly desirable.
Detail-oriented and efficient.
Experience in inter-cultural communication, conveying complex information effectively across cultural differences.
Ability to effectively organize and prioritize work demands.
Good written and oral communication skills.
Confident and eager to engage with team members, volunteers and community members.
Must engage in regular direct contact with the community.
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.
We can’t do it without you!
Thank you for being a part of our team
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