Administrative & Operations Coordinator

90% Remote | Coimbra / Aveiro, Portugal | Full-time

We are looking for a highly organised, resourceful and tech-savvy Administrative & Operations Coordinator to support the day-to-day operations of a non-profit organisation and its growing portfolio of projects.

This is a hands-on role for someone who enjoys making things happen. You will organise information, coordinate administrative processes, support different projects, communicate with multiple stakeholders and use technology and AI to make everyday work simpler and more efficient.

What you’ll do

• Provide administrative and operational support across the organisation;


• Organise documents, files, databases and internal information;


• Manage emails, calendars, appointments and follow-ups;


• Prepare and format documents, presentations, reports and other materials;


• Support the organisation of meetings, events, training sessions and project activities;


• Communicate with partners, participants, suppliers and external organisations;


• Support registrations and participant management for different initiatives;


• Maintain databases, spreadsheets, forms and digital platforms;


• Gather and organise information required for projects, applications and reporting;


• Conduct online research and prepare concise summaries;


• Support the management and updating of websites and digital content;


• Use AI tools to research, organise information, create content and improve administrative processes;


• Track tasks, deadlines and pending actions;


• Identify and solve everyday administrative and operational issues independently;


• Support different teams and projects as organisational needs evolve.

What we’re looking for

We are particularly interested in someone who is resourceful, reliable, digitally confident and able to figure things out independently.

You should have:

• Minimum high school education / 12th grade;


• Fluent Portuguese and English, both written and spoken;


• Excellent organisational and time-management skills;


• Strong written communication skills;


• Confidence working independently and managing different priorities;


• Excellent digital skills and confidence learning new platforms;


• Practical experience using AI tools such as ChatGPT or equivalent;


• Strong knowledge of digital productivity and collaboration tools;


• Attention to detail and a strong sense of responsibility;


• A proactive, solution-oriented mindset;


• Ability to work across several projects and priorities simultaneously;


• Preferably, residence in the Coimbra or Aveiro districts.

Previous experience in administration, operations, project coordination, associations, NGOs or the social sector is valued, but not essential.

How we work

This position is approximately 90% remote, combining flexibility and autonomy with occasional in-person collaboration.

There will be times when the team needs to meet for planning, coordination, events or other activities. For this reason, candidates should be available to travel occasionally to the office in Mira, Coimbra.

Preference will be given to candidates living in the Coimbra or Aveiro districts, simply to make these occasional in-person moments easier.

The person we’re looking for

You don’t need to know how to do everything from day one. You do need to be someone who, when faced with something new, thinks: “I’ll figure out how to do it.”

We value people who research, ask the right questions, experiment with technology, use AI intelligently, find solutions and take ownership of their work.

If you’re organised, curious, practical and comfortable working in a fast-moving environment with different projects happening at the same time, we’d like to hear from you.