The Calouste Gulbenkian Foundation is a private institution whose main purpose is to improve people’s quality of life through art, charity, science, and education. The Foundation carries out its activities from its headquarters in Lisbon, and from its branches in Paris and London.

We are seeking an Administrative Officer to join the General Secretariat team. This person shall ensure that various requests are taken care of in a timely manner, with the required levels of quality, confidentiality, rigor and efficiency, ensuring compliance with all rules and procedures in force.

Contractual Conditions: Permanent Employment Contract

Main Responsibilities

Support the General Secretariat

• Ensure that all information from the General Secretariat is processed and organized in such a way as to optimize its performance;
• Monitor and prepare the minutes of Board and Committee meetings;
• Accept and dispatch mail, and forward or follow up on existing orders;
• Promote the optimization of administrative processes, in order to maximize process efficiency levels in accordance with the strategy, policies and objectives defined by the Organization;
• Organize and file all documents generated by the activities of the General Secretariat, in accordance with defined internal procedures, in order to ensure that information is always available;
• Record and update data in the various tools and applications that support the Department’s activity, contributing to the availability and reliability of all information;
• Schedule and ensure the timely preparation of meetings or other types of conference calls between members of the General Secretariat and their internal and external counterparts.

Secretarial Service – Secretariat of the Board

• Travel booking; Monitor the Holidays Map;
• Record all details of Works of Art lent;
• Manage all office supplies;
• Open, record and forward emails;
• Disclose “Board of Directors Approvals;”

Support Non-Executive Directors

• Open incoming mail;
• Quarterly update official documentation;
• Travel booking;
• Prepare meeting Agendas, in Diligent;
• Collect all signatures for meeting Minutes; perform the respective scanning, and digital and physical filing;

Other roles and responsibilities

• Process Purchase Orders requested by the Secretary General, the President’s Office, and the Legal Department.
• Ensure the required coordination and communication with the various departments of the Foundation, with a view to collecting and providing the data, information or any documents required for conducting the various activities.

Required skills

• Graduate degree;
• Minimum 5 years’ experience in similar responsibilities;
• Master MS Office;
• Proficient in English;
• High planning and organizational skills;
• High interpersonal relationship skills.

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The Calouste Gulbenkian Foundation welcomes applications from all people, regardless of their age, gender, sexual orientation, ethnic origin, religion, or disability, in particular of those who identify with underrepresented groups in the various initiatives promoted by the Foundation.

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Applications