Business/Personal Assistant

! Please submit your CV in English.

Employment Type: Full-time
Location: Mafra, Portugal — On-site
Working Schedule: Monday–Friday, 14:00–23:00
Experience Level: 2–5 years of relevant experience

About Titan Steel Works

Titan Steel Works is a Portugal-based manufacturer of engineered steel water-storage tanks and containment systems. From our facility in Mafra, we provide integrated engineering, manufacturing, logistics, and installation support for made-to-order storage solutions used in fire protection, commercial, industrial, residential, and other specialized applications.

Our projects combine structural engineering, precision steel fabrication, controlled manufacturing processes, international logistics, and on-site construction. We work with customers, suppliers, contractors, and project teams across Europe, North America, and other international markets.

Company Website: www.titansteelworks.eu

About the Role

Titan Steel Works is seeking a highly organized, trustworthy, and proactive Business & Personal Assistant to support company leadership with professional responsibilities and day-to-day personal administration.

This position requires excellent judgment, strong follow-through, exceptional attention to detail, and the ability to manage confidential information. The successful candidate must be comfortable handling changing priorities, coordinating across different time zones, and independently ensuring that important tasks are completed correctly and on time.

The role combines executive business support, administrative coordination, travel planning, document preparation, personal scheduling, and general problem-solving.

Key ResponsibilitiesBusiness and Executive Support

• Manage calendars, appointments, meetings, reminders, and daily priorities for company leadership.
• Schedule and coordinate internal meetings, customer calls, supplier discussions, interviews, and other business appointments.
• Monitor schedules and proactively identify conflicts, missed deadlines, or required follow-up.
• Prepare daily and weekly priority lists for company leadership.
• Organize meeting agendas, supporting documents, notes, and action items.
• Attend selected meetings, record accurate notes, and follow up with responsible parties.
• Draft, review, format, and organize emails, letters, reports, presentations, spreadsheets, and other business documents.
• Assist with professional correspondence and routine communications on behalf of company leadership.
• Monitor designated email communications and identify urgent or time-sensitive matters.
• Maintain organized electronic and physical files, including contracts, personnel documents, project information, correspondence, and confidential records.
• Coordinate with Engineering, Project Management, Purchasing, Logistics, Accounting, Sales, Manufacturing, and Human Resources as required.
• Follow up with employees and departments regarding deadlines, assigned tasks, requested information, and management priorities.
• Support the preparation and coordination of employment offers, onboarding documents, company policies, internal announcements, and employee records.
• Assist with supplier, customer, attorney, accountant, consultant, and service-provider communications.
• Conduct research and prepare clear comparisons or recommendations for business decisions.
• Assist with office administration, ordering, deliveries, service appointments, and vendor coordination.
• Track important company dates, renewals, subscriptions, insurance matters, licenses, appointments, and administrative deadlines.
• Prepare and maintain contact lists, reference information, passwords, and other controlled administrative records in accordance with company security procedures.
• Handle sensitive business, financial, personnel, and legal information with strict confidentiality.

Travel and Event Coordination

• Arrange domestic and international business travel, including flights, hotels, transportation, meeting locations, and detailed itineraries.
• Research travel requirements, visa requirements, entry conditions, baggage rules, and other relevant travel information.
• Coordinate changes, cancellations, and urgent travel issues.
• Organize business dinners, customer meetings, company events, team lunches, and management visits.
• Maintain travel records, confirmations, receipts, and expense documentation.
• Coordinate business travel across Europe, North America, and other international locations when required.

Personal-Assistant Support

• Manage personal appointments, reservations, reminders, and scheduling for company leadership.
• Coordinate personal travel, transportation, accommodation, and related arrangements.
• Assist with personal purchases, deliveries, returns, service providers, and household-related administration.
• Research products, services, professionals, locations, and other personal requirements.
• Schedule medical, government, banking, vehicle, property, and other personal appointments when requested.
• Help organize personal documents, confirmations, receipts, records, and important deadlines.
• Coordinate with external service providers and follow up until requested work is completed.
• Assist with reasonable local errands and time-sensitive personal matters.
• Maintain complete confidentiality regarding personal, family, financial, and business information.
• Keep business and personal records properly organized and appropriately separated.

Financial and Administrative Support

• Organize receipts, invoices, expense records, reimbursements, and payment requests.
• Maintain accurate records of business and personal expenses when requested.
• Coordinate documentation with the company’s accounting team.
• Review invoices and confirmations for basic accuracy before submitting them for approval.
• Track deposits, reservations, subscriptions, renewals, and recurring administrative payments.
• Assist with credit-card expense organization and monthly receipt collection.
• Follow established authorization procedures and never make financial commitments without the required approval.

Required Qualifications

• Relevant experience as a Business Assistant, Personal Assistant, Executive Assistant, Office Coordinator, Administrative Assistant, or in a comparable support role.
• Fluent written and spoken English.
• Excellent organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Strong written communication and document-preparation skills.
• Ability to manage multiple responsibilities, deadlines, and changing priorities.
• Strong follow-up skills and the determination to bring assigned tasks to completion.
• Ability to identify problems, research solutions, and present clear recommendations.
• Professional communication skills when dealing with employees, customers, suppliers, and service providers.
• Ability to exercise sound judgment and understand when a matter requires management attention.
• High level of discretion, integrity, and respect for confidentiality.
• Ability to work independently without continuous supervision.
• Ability to remain calm and effective when handling urgent requests or unexpected changes.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and online collaboration tools.
• Confidence using online booking systems, calendars, document-sharing platforms, and research tools.
• Availability to work on-site at our Mafra office according to the fixed Monday–Friday, 14:00–23:00 schedule.

Preferred Qualifications

The following experience is advantageous but not required:

• Bachelor’s degree or professional training in Business Administration, Management, Communications, Hospitality, or a related field.
• Previous experience supporting a company owner, executive, entrepreneur, or senior management team.
• Experience working in an international company or across multiple time zones.
• Experience in manufacturing, construction, engineering, logistics, or project-based operations.
• Familiarity with Zoho, Miro, CRM systems, project-management software, or document-control platforms.
• Experience coordinating international travel and complex itineraries.
• Experience assisting with Human Resources or employee onboarding.
• Professional Portuguese language skills.
• Spanish or another European language.
• Valid driving licence and ability to complete occasional local errands.
• Availability for occasional business travel when required.

Personal Qualities

The successful candidate should be:

• Trustworthy and highly discreet.
• Proactive rather than dependent on constant instruction.
• Organized and consistent.
• Resourceful and solution-oriented.
• Comfortable taking responsibility for follow-up.
• Professional in both business and personal matters.
• Flexible when priorities change.
• Respectful of confidentiality and professional boundaries.
• Capable of anticipating needs and identifying issues before they become problems.

What We Offer

• A trusted position working closely with company leadership.
• Exposure to international business operations and decision-making.
• Practical involvement across multiple areas of a growing manufacturing company.
• Opportunities for professional development and increased responsibility.
• Paid annual leave and Portuguese public holidays.
• Team lunches and company-sponsored events.
• A fast-paced, collaborative, and internationally focused working environment.

How to Apply

Please submit your CV in English.

In your application, briefly describe:

• Your English and Portuguese proficiency.
• Your availability to work on-site in Mafra from 14:00 to 23:00.

Join Titan Steel Works as a Business & Personal Assistant and play an important role in keeping company leadership organized, informed, and focused on the company’s continued growth.

Job Types: Full-time, Contract, Permanent

Pay: 1,000.00€ - 1,300.00€ per month

Work Location: In person