Executive Secretary

Description

Job Summary: We are recruiting an Executive Secretary for the Office of the Dean and the Board of Directors Support Office, with responsibilities in administration, communication, and organization. Key Highlights: 1. Drafting correspondence and administrative documentation 2. Organizing meetings and managing calendars 3. Supporting the Board of Directors and coordinating with OPP departments **Description:** ---------------- **OPP is currently recruiting an Executive Secretary for the Office of the Dean and the Board of Directors Support Office.** **Main Responsibilities** Drafting administrative correspondence: responding to members' requests; replying to clarification requests; clarifying to public and private entities the functioning and responsibilities of OPP; Drafting official dispatches, appointment dispatches, service orders, internal circulars, institutional correspondence, ministerial correspondence, and invitations. Preparing administrative documentation, organizing meetings, contacts, and correspondence Proposing and monitoring calendars and deadlines, and implementing administrative decisions made by the Dean and the National Board; Coordinating with various OPP departments on matters related to OPP services and/or activities; Preparing minutes and reports of meetings held by the Dean and other members of the Board; Writing and responding to technical letters and similar correspondence, including draft protocols to be established; Archiving all documentation associated with topics under their responsibility. Organizing Board meetings—documentation, agendas, logistics. Drafting Board meeting minutes, reviewing drafts, printing, collecting signatures, entering into the official minute book, digitizing and attaching documents, digitizing them, and archiving digitally and physically. Communicating the issuance of Board meeting minutes. Monitoring calendars and deadlines for key outputs, including Board meeting minutes and other administrative decisions. Drafting work instructions. Supporting the Ethics Committee. **Requirements:** ----------------- **Academic Qualifications:** Bachelor’s degree and/or Integrated Master’s degree in Administrative Advisory or Secretarial Studies **Experience:** Completed internship and over five years of experience in similar roles **Key Competencies:** Proficiency in computer tools (Outlook, Word, Excel), and AI tools (ChatGPT, Copilot, Gemini), as well as virtual meeting organization/preparation Fluency in English and Spanish Familiarity with Portuguese state and corporate protocol rules Valued Specific Competencies: Writing, Emotional Intelligence and Interpersonal Skills, Proactivity, Problem Solving, Agenda Management, Coordination and Representation Valued Cross-Cutting Competencies: Values and commitment, member focus, interpersonal relationships, quality, organization, analysis and solutions, communication, cybersecurity Salary and Contract Terms: Fixed-term contract for 12 months Salary range: €1200–€1400 Meal allowance (€9.60/day) 35 hours/week in a hybrid work model Free health insurance and other benefits To learn more about OPP, click https://www.ordemdospsicologos.pt/pt/aopp