Administrative Assistant – Porto

Location: Porto, Portugal, 100% in-office

Language requirement: English fluency required

About the role:

We are seeking a detail-oriented and proactive Administrative Assistant to join our Porto office.

This role will provide critical support for both our U.S. and Portuguese operations, ensuring smooth financial administration, accurate reporting, and consistent process execution.

The ideal candidate is highly organized, comfortable with numbers, and experienced in handling financial systems and reporting tools. An accounting or bookkeeping background with at least 5 years of experience is preferred.

Key responsibilities:

U.S. operations support:

• Prepare and issue invoices in coordination with U.S. operations;
• Track payments, verify receipts, and update client account balances;
• Process payroll and assist with related documentation;
• Maintain and update management reports for leadership;
• Perform reconciliations and ensure all financial transactions are recorded accurately;
• Organize and file supporting documentation for compliance and audit purposes.

Portugal operations support:

• Assist with local invoice processing, vendor payments, and document filings;
• Maintain organized financial and administrative records for Portuguese entities;
• Support reporting and compliance processes across the local operations;
• Coordinate with service providers and internal teams to ensure timely completion of filings and obligations.

Required skills and experience:

• Proven experience in administrative, finance, or accounting support roles;
• Strong working knowledge of QuickBooks Online;
• High attention to detail, with strong organizational and time-management skills;
• Excellent command of English, written and spoken;
• Portuguese is a plus;
• Proficiency in MS Office Suite, including Excel, Word and Outlook;
• Ability to manage multiple tasks with accuracy and professionalism.

Personal attributes:

• Reliable and trustworthy, with a strong sense of responsibility;
• Proactive, hands-on approach to problem-solving;
• Comfortable working in a dynamic environment with international exposure.

What we offer:

• Full-time, in-office role in Porto;
• Exposure to both U.S. and Portuguese operations, offering international business experience;
• Opportunity to contribute to a dynamic and growing company.

Job details:

• Job type: full-time, permanent;
• Pay: 1,000.00€ – 1,200.00€ per month.