Administrative Specialist & Office Manager

Administrative Specialist & Office Manager
Lisboa
Lisboa, Lisboa, Portugal

Please send your resume in English; applications not submitted in English will not be considered.

We are looking for outliers, wired differently from the traditional law firm mindset!

Are you a proactive professional who thinks outside the box and is eager to grow in a dynamic,
- paced environment? Do you want to be part of a
- thinking, disruptive law firm with a startup mindset?

Then, continue reading. This is your opportunity.

At Lexidy, we work with passion and purpose! We help expats and entrepreneurs do business and make investments in Europe. We serve them by providing 360-degree assistance for the most important milestones in their lives.

We are a Legal Tech Boutique that’s wired differently to simplify our customers’ lives. We are sharp, digitally focused and dynamic.

Location: Lisbon
- Portugal

The Team

You will be an Office Manager, and also work with the Immigration Department supporting them, reporting directly to the Head of Portugal and to the Head of Immigration. As part of a multifaceted team, you will collaborate with professionals who handle a wide range of matters and client and office needs.

Mission

Support the legal team in optimizing immigration processes and enhancing client experiences through innovative technology and dedicated assistance. Foster collaboration and efficiency while actively contributing to a positive team environment focused on continuous improvement and client care.

Tasks

Assist the Portugal Office with the office needs, namely:

Organize and manage office supplies, equipment, and workspaces.

Maintain a clean, organized, and functional office environment.

Coordinate events and conferences.

Answer phone calls redirecting or handling inquiries as needed.

Organize and update filing systems, both digital and physical.

Provide basic IT support, such as troubleshooting office equipment and software.

Ensure office hardware and software are up to date and functioning.

Assist the lawyers with client matters and support the team with administrative and procedural tasks involving public and legal authorities.

Welcoming clients and coordinating use of the meeting room.

Managing office access (door) and ensuring a professional
- facing environment.

Handling incoming and outgoing mail, including scanning and managing correspondence from the post office.

Perform general administrative tasks to ensure smooth office operations.

Maintaining and preparing the office guest room used by visiting colleagues or team members from other offices.

Assist the Immigration Team with various processes, namely:

Draft and edit documents and forms using advanced technology tools to enhance efficiency and accuracy.

Engage with clients to provide updates on documentation and processes via Hub
Spot.

Implement automated triggers in Hub
Spot to ensure clients receive timely status updates.

Accompany clients to appointments as an interpreter and ensuring a smooth experience.

Assist clients in resolving bureaucratic challenges and navigating complex processes.

Maintain strict confidentiality and uphold ethical standards in handling sensitive client information, adhering to professional codes of conduct.

Advocate for the effective use of technology within the legal team, promoting best practices and tools that enhance productivity and streamline processes.

Implement, manage, and maintain automation tools to streamline legal and administrative processes, ensuring smooth integration with existing software systems.

What's in it for you?

An
- minded and collaborative organizational culture of enthusiastic lawyers, tech team and paralegals

Informal, entrepreneurial and flexible atmosphere in our offices

Free coffee, drinks and healthy snacks

A Career Development Plan: takes place every six months and is focused solely on you

A network of coaches and mentors to boost your leadership skills and personal development

Access to learning and development platforms

Flexible and Hybrid working model

Corporate Erasmus opportunities within our offices around Europe

Accountability is one of our favorite words. We strive for autonomous and independent ways of working

Growth opportunities, both locally and globally

Diversity: no day is the same and there is never a dull moment

You have:

Fluent in English and Portuguese (C1/C2). Other languages are definitely a plus!

Excited about and curiosity about digital tools, process automation and innovation

Previous experience in an administrative legal role is a plus

A collaborative, flexible, and positive
- do attitude - always willing to learn and help steer the team to work well together. Let’s get the job done!

Passion, energy, and commitment

A natural tendency to share knowledge with your colleagues. You will communicate ideas clearly and ensure everyone understands

A
- centric approach. You are a true partner and someone who genuinely cares about the people you help. You go out of your way to give them what they need to serve the business

You enjoy solving problems. You love taking on complex challenges and finding creative solutions

You are motivated and driven. Voluntarily participate in new challenges without waiting to be asked

And this would be awesome:

Entrepreneurial mindset: Lexidy is expanding. We need your business ideas to continue to cross borders

Experience in a
- growth stage startup

Experience with digital tools such as Hubspot

Project management skills, including planning, prioritizing work and meeting deadlines

We look after our employees by creating a professional and personal development space. All employees are encouraged to be free thinkers and suggest solutions that could benefit the company. We believe that a warm and friendly work environment helps to promote a general sense of peace of mind, which is essential to our client's satisfaction. Lastly, at Lexidy, ties are banned, and it is mandatory to have fun!

At Lexidy inclusion and diversity are essential. We encourage people from all ethnic groups, genders, sexualities, ages, and abilities to apply. We want to hear from you!

Join an exciting challenge! Apply now