Team Assistant

Company Description

We are in Business for People, empowering people in service organizations with innovative Enterprise and Business software solutions. We’ve innovated and taken a new approach to delivering ERP that works for people. Self-driving, adaptive and intuitive software that is changing the way people work. Our solutions empower people and deliver a better people experience so people can spend time on meaningful high value work they live for.

Read more on our website about how we transform work and how people feel about it, so our customers and their people can thrive.

Job Description

We are seeking a proactive and detail-oriented Team Assistant to support Corporate IT. Reporting to the IT Director, this role is vital in ensuring the smooth operation of executive-level activities and providing administrative support.

The ideal candidate will have exceptional organizational skills, a "go-to" attitude, and the ability to manage multiple tasks simultaneously. This position requires at least two years of administrative experience, excellent English communication skills, and proficiency in handling key administrative functions.

This is a hybrid role: remote work is possible, but occasional presence in the Lisbon office will be required for key meetings, events, or coordination activities.

What you will do

1. Calendar Management

• Efficiently manage and coordinate complex schedules for the IT Director.
• Arrange meetings, appointments, and conference calls across multiple time zones.
• Handle last-minute schedule changes and provide timely updates.
  
  2. Documentation Updates
• Maintain and update critical documents, including processes, organizational charts, and internal reports.
• Ensure accuracy, version control, and accessibility of all documentation.
  
  3. Travel Booking and Coordination
• Arrange domestic and international travel for the IT Leadership Team, including flights, accommodations, ground transportation, and itineraries.
• Handle changes to travel plans and ensure timely communication with executives.
• Work within budgetary guidelines and company policies to secure the best options.
• Track and organize travel expenses for timely and accurate reporting.
  
  4. Financials and Supplier Management
• Raise and track purchase orders (POs) in a timely and accurate manner.
• Process and reconcile invoices related to IT suppliers and services.
• Manage expense reports for the IT leadership team in compliance with company policies.
• Maintain supplier records and support onboarding/offboarding processes.
• Assist in contract tracking, renewals, and compliance documentation.
• Support budget tracking and reporting in collaboration with the IT Controller.
• Ensure readiness for audits by maintaining organized and compliant financial records.
  
  5. General Administrative Support
• Act as the first point of contact for the IT Director, handling correspondence and inquiries professionally.
• Coordinate meeting agendas, presentations, and follow-up materials as required.
• Organize team events, offsites, and internal meetings.
• Join selected meetings to support with note-taking, summarizing key points, and structuring action plans with clear ownership and deadlines.
  
  6. Collaboration and Communication
• Work closely with the CCO’s Executive Assistant to streamline communication and shared processes.
• Coordinate with internal and external stakeholders to ensure tasks and requests are handled efficiently.
• Maintain confidentiality in handling sensitive information.

Qualifications

Your profile

• Minimum of 2 years in an assistant role, preferably in a corporate or multinational environment.
• Experience supporting senior leadership and managing complex schedules, travel, and documentation.
• Excellent verbal and written communication skills in English.
• Proficiency in Microsoft Office 365 Suite (Outlook, Word, Excel, PowerPoint, SharePoint).
• Familiarity with enterprise tools such as ERPs, travel booking platforms, and expense management systems.
• Strong organizational and multitasking abilities, with the ability to prioritize and manage multiple deadlines.
• Comfortable working with purchase orders, invoice reconciliation, and cost tracking.
• Proactive, resourceful, and solution-oriented with a “can-do” and “go-to” mindset.
• High attention to detail and accuracy in all tasks and documentation.
• Able to work under pressure and adapt to shifting priorities in a fast-paced environment.
• Demonstrates integrity and discretion when handling confidential information.
• Strong interpersonal skills and ability to collaborate across teams and levels.
• Eager to learn and understand business priorities and challenges.
• Willingness to travel occasionally, if required.

Additional Information

Join Unit4 and be part of one of the most exciting journeys in the cloud ERP software space. We’re a fast-paced, high-growth, people-centric company, delivering enterprise software for a great people experience, and offering our own people a host of benefits and development opportunities. Grow with us At Unit4, we offer:

• a culture built on trust - giving you the freedom and autonomy to be successful;
• balance - with our uncapped time off policy, remote working opportunities and Global Wellbeing Days when the whole company can switch off and prioritize well-being;
• talented colleagues, role models and mentors - work, learn and be inspired by some of the best talent in the software industry;
• a commitment to sustainability - with initiatives such as our Act4Good program, a way for everyone at Unit4 to come together and engage in actions that benefit society and the planet;
• a safe and inclusive working environment – supported by our Employee Resource Groups, which are open to all and include Women at Unit4, Pride at Unit4, Mental Health and Access at Unit4, and People of Color at Unit4.

This role may require security clearance required for customer projects and access to sensitive (customer) data. That means that after you have accepted our offer, we could ask for background checks. Subject to applicable local laws, such security checks may require disclosure of personal information including criminal record declaration, right to work, personal identification and work history. No worries though – we'll handle it according to local privacy laws and keep your info safe. Questions? Feel free to reach out!