Administrative Assistant Lisboa

Administrative Assistant
Lisboa
Lisboa, Lisboa, Portugal

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Direct message the job poster from VIDA PLENA

HR & Talent Acquisition Manager @Vida Plena

Position:Administrative Assistant

Vida Plena is an innovative hospitality group founded in Lisbon in 2018, dedicated to making our guests and team feel truly at home. We pride ourselves on delivering warm, blissful experiences, fostering a diverse and inclusive atmosphere, serving
- quality fresh food, and providing exceptional service.

Our foundation is built on passion, respect, kindness, ambition, and modernity, alongside a commitment to joy, positive energy, and a
- back approach to enjoying life's best moments. At Vida Plena, we embrace the true essence of hospitality while adhering to our core values, creating a fun, respectful, and loving environment for all.

The Role:

As our Administrative Assistant , you will play an important role within our Operations team, focusing primarily on administrative coordination and process management, while also supporting a few key legal procedures. From organising documentation and supporting licensing processes to coordinating travel and managing deadlines, your work will contribute directly to the smooth and compliant running of our operations.

You’ll work closely with restaurant managers, public agencies, and external legal partners to ensure that administrative and
- related tasks are completed accurately and on time. This position is ideal for a junior profile with strong organisational skills and a desire to grow in a structured,
- on role. You will report directly to the Operations Project Manager.

Your Key Responsibilities:

Organisation & Attention to Detail:

• Standardise and structure physical legal documentation in each restaurant
• Ensure Legal Notice Boards are always up to date and compliant
• Coordinate the organisation and logistics of document signing, ensuring timely circulation among all relevant parties

Legal & Regulatory Compliance:

• Assist with preparing and gathering documentation for trademarks, licenses, and insurance
• Draft and review service and lease contracts aligned with legal standards
• Manage civil liability insurance policies for all restaurants

Operational & Administrative Support:

• Oversee all fleet management: registration, insurance, fines, and compliance
• Coordinate executive travel: flights, accommodation,
  - ins, and ground transport

Deadline & Process Management:

• Track and follow all legal and administrative deadlines
• Ensure timely
  - up on tasks and required documentation
• Represent the company in condominium meetings when needed

Licensing & Public Agency Engagement:

• Handle public space occupancy, SPA Autores and Audiogest licenses
• Engage with public agencies and government bodies to resolve compliance issues
• Record and analyse inspection reports to prepare for future visits

What We Expect From You:

• 1-3 years of experience in legal or administrative support roles
• Comfortable working with legal documentation, contracts, and official entities
• Strong attention to detail and ability to work with structured documentation
• Excellent verbal and written communication skills (Portuguese and English required)
• Highly organised and able to prioritise deadlines across multiple topics
• Responsible and autonomous with a
  - on attitude
• Ability to adapt quickly and manage unexpected situations calmly
• Team player who collaborates well with different departments
• Willingness to grow in a dynamic and
  - paced hospitality environment

What you'll love about working here:

At Vida Plena, you're not just taking a job — you're joining a community that values joy, respect, and excellence. We foster a collaborative and inspiring workplace where your contributions make a real impact. If you're ready to bring your passion and expertise to our team, we can’t wait to welcome you!

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Food and Beverage Services

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