Business Manager

Business Manager
Viseu
Viseu, Viseu District, Portugal

Deadline Date: Friday 16 January 2025

Requirement Title: Principal Assistant – Business Management

Location: Oeiras, Portugal

Full time
- site: YES

Total Scope of the request (hours): 836

Required Start Date: 09-FEB-2026

End Contract Date: 31-DEC-2026

Required Security Clearance: NATO Secret

Specific Working Conditions: Work office

Duties and Role

- Manages the delivery of business administration services.

- Manages time and diary for individual senior managers and leadership teams.

- Filters and prioritizes meeting requests.

- Handles sensitive, confidential information.

- Ensures managers have the information and resources needed to support ongoing processes and changes in processes and enable effective
- team coordination.

- Supports
- wide information flow and alignment of administrative activities across teams.

- Contributes to a culture of knowledge sharing, flexibility and mutual team support.

- Creates
- level and repeating tasks for self and others including tracking of departmental actions.

- Manages multiple calendars using features such as 'show through' and adding tabs.

- Helps others understand the wide range of functions available with calendaring software.

- Adds notes, attachments or reminders to tasks or appointments for self and others.

- Prints using varied and complex setup, designs and page combinations.

- Compares and contrasts functionality among different releases.

- Facilitates the structured sharing of key information, decisions, and updates across the department.

- Recommends remediation actions as required.

- Identifies risks around the use of information.

- Reports on the consolidated status of information controls to inform effective
- making.

- Monitors the implementation of effective controls for internal delegation, audit and control relating to information and records management.

- Supports the implementation of information and records management policies and standard practice.

- Maintain project portals and document libraries;

- Report on project status;

- Supports project managers in implementing changes to scope, resources, or timelines as needed.

- Ensures change management procedures are documented and executed in line with organizational policies.

- Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management etc.

- Deals with problems and issues, managing resolutions, corrective actions, lessons learned, and the collection and dissemination of relevant information.

- Implements stakeholder engagement/communications plan.

- Collects and uses feedback from customers and stakeholders to help measure the effectiveness of stakeholder management.

- Helps develop and enhance customer and stakeholder relationships.

- Supports in the planning and organization of internal and external stakeholder events, workshops and initiatives

- Compiles and produces meeting minutes, engagement reports and action plans to support stakeholder relationships

- Assists in the effective planning and control of resources.

- Assisting in resource allocations

- Ensures proper resource allocation and monitoring to meet deadlines.

- Monitoring project performance, and approving time from resources

- Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects.

• NATO Secret security clearance
• Higher vocational Training in a relevant discipline with 5 years post related experience. Or, a secondary educational qualification with 3 years post related experience.
• Strong analytical, business analysis, Power BI, and reporting skills
• Strong experience with agile ways of working and tools for Kanban boards
• Thorough knowledge of
  - based tools for project planning/control and resource management (like MS Project or Service Now)
• Experience in the application of strong planning, analytical and
  - solving skills
• Experience in roles requiring excellent
  - personal skills and the ability to be responsive and sensitive to both external and internal customers and staff
• Proven ability to build relationships with a variety of stakeholders
• Strong communication skills in writing, speaking and presenting
• Experience in the application of strong planning, analytical and
  - solving skills.