OFFICE MANAGER AND EXECUTIVE ASSISTANT

At MASSLAB, we believe that operational excellence is the foundation of creative freedom. Our studio relies on seamless organization, high-level coordination, and flawless execution to allow our partners and teams to stay fully focused on delivering visionary project work.

We are looking for an experienced and highly proactive Office Manager & Executive Assistant to serve as the operational anchor of our Porto studio. We need a seasoned professional who brings solid, proven expertise in studio management, administrative control, and executive partner support — someone capable of taking full ownership of our daily operations with autonomy, precision, and leadership.

KEY RESPONSIBILITIES

• Office Management: Supervising office space maintenance, organization, logistics, front-of-house reception, meeting rooms, supplier management (cleaning, IT, software, office supplies), stock control, service contracts, and legal compliance.
• Administration & Budget: Organizing administrative documentation (invoices, insurance, contracts), managing supplier payments, and overseeing the annual operating budget with monthly cost reporting to Finance & Controller.
• Team Support: Managing IT support requests, assisting in meeting and event planning, organizing team travels, controlling mobility/expense platforms, and managing onboarding logistics with People.
• Partner Support: Managing partners' agendas, appointments, travel arrangements, correspondence, expenses, and client meeting/studio visit logistics.

DESIRED PROFILE

• Proven experience in Office Management, Executive Assistance, or Senior Administrative roles, preferably within fast-paced corporate environments;
• Experience in budget tracking, vendor negotiation, and administrative compliance;
• Strong organizational skills, high detail orientation, and proven ability to prioritize independently;
• Excellent interpersonal and communication skills with a professional, highly reliable attitude;
• Ability to multitask and manage priorities in a dynamic environment;
• Fluency in Portuguese and English (spoken and written);
• Advanced knowledge of MS Office and/or other organization tools;
• Knowledge of design tools will be considered a plus;
• Strategic and collaborative mindset with high initiative and problem-solving capability.

WE OFFER

• Earnings according to proven experience;
• Full-time position at MASSLAB Porto office;
• Integration into a multicultural, energetic, and creative team;
• Opportunity to contribute to impactful and international projects;
• Clear path for professional growth and development opportunities;
• Attractive benefits package;
• A collaborative, flexible, and dynamic work environment in the heart of Porto.

If you have the experience and drive to lead our studio operations, we’d love to hear from you!

Send us your CV and a short motivation letter until 27/09.