Assistant to the Operations Director

Time Commitment: 20 - 25 hours p/Week, (hybrid model, at the office & remote)

Reports to: Operations Director

Start Date: Not hiring at the moment

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.   

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. 

Benefits

• Working in a team that aims to create impact 

• Contribution to social impact – self-fulfillment and personal growth in pursuing a valuable cause; 

• Knowledge growth – learning about immigration related processes, contexts and realities as well as other NGO related topics in Portugal 

• Work experience 

• Participation in a diverse and unique environment 

APPLY

We can’t do it without you! Thank you for being a part of our team