Clara Pires

Office Manager / Personal Assistant to the General Manager

• Agenda management and email monitoring for various directors and GM;
• Travel planning and booking
• Process travel expenses
• Assist with management of correspondence
• Prepare internal and external meetings/teleconferences, events and request catering arrangements;
• Preparation of high-quality presentations, reports and letters;
• Preparing and collating all relevant documents required for meetings
• Meet and greet guests and/or clients;
• Supervise the tock control of all consumables used in the meeting rooms;
• Reception cover, support on ensuring adequate staff cover on reception
• Support to Business Development Manager
• Coordination of events (writing and preparation of presentations)
• Data-analytics

Team Assistant/ Events Coordinator

• Edit and proofread legal documents.
• Manage busy calendars and schedule teleconferences and meetings.
• Welcome clients and conduct initial screenings of new clients.
• Attend executive meetings and type minutes.
• Organize and fille all kind of documents and ensure they are updated.
• Liaison with staff and facilities team, suppliers and clients.
• Answer calls in a politely way and take accurate messages when necessary.
• Deal efficiently with general enquiries
• Monitor voicemail.
• Ad hoc duties for the Marketing coordinator, Department managers and Head of Office.

Receptionist (temporary)

• Operate a switch board and direct calls;
• Maintain office security by following safety procedures and controlling access via the reception desk;
• Meet and greet clients; Manage meeting rooms and request catering arrangements;
• Arrange couriers and taxi services;
• Liaise with staff, suppliers and clients; check incoming mail and distribute to relevant personnel.

Receptionist (temporary)

• Maintain office security by following safety procedures and controlling access via the reception desk;
• Greet and welcome guests; Answer, screen and forward incoming phone calls;
• Liaise with staff, suppliers and clients;
• Ad hoc administration;
• Book couriers and taxi services.

Receptionist (temporary)

• Assist with front of house duties, including call handling, meet and greet external visitors;
• Liaise with staff, suppliers and clients;
• Assist with managing incoming and outgoing post, book couriers and taxi services;
• Prepare and distribute a variety of reports and documents.

Health Clinic Secretary

• Arrange and schedule appointments; Manage phone and email queries;
• Deal with correspondence and general queries from patients; Liaise with staff, suppliers and patients
• Prepare and send reports;
• Handle cash transactions and send invoices;
• Health management system;
• Set up, organization and maintainance of patient records according to established procedures;
• Coordinate doctor rooms and set up them as needed;
• Quality and customer service.

Office Manager

• Receive and sort daily mail/deliveries/couriers;
• Meet and greet any visitors to the office;
• Book flights and accommodation;
• Management of travel expenses;
• Deal with any queries and complaints;
• Supplier relationship management;
• Monitoring of employee assiduity;
• Process and management of the resumes in  database;
• Support and development activities in the HR department.

Team/Executive Assistant

• Manage Director’s agenda;
• Schedule meetings;
• Liaise with staff in other departments and with external contacts;
• Create and maintain filing systems;
• Process travel costs for payment;
• Book rooms and conference facilities;
• Support and advice to senior management in a 100 members team;
• Organize travel;
• Arrange in-house and external events;
• Service to customers and suppliers.

Administrative Assistant and Estate Agent

• Administrative office support services;
• Revenue management for clients;
• File and record of documents;
• Make bank deposits;
• Collect tenants rent;
• Liaise with customers and suppliers;
• Display homes.

Marketing Master – MSc

Marketing Data Analysis; Internet Marketing Applications; Consumer Behaviour; Brand Management; Integrated Marketing Communication; Supply Chain Management; Marketing Research; Development and implementation of integrated communication plans; Study of consumer behaviour; Analysis of statistics from market research.

Dissertation titled - Brand Associations: The Case of PT Corporate Brand" - Positioning and management of brand image in relation to the study of consumer behaviour in the context of brand recognition.

Office Management and Business Communication – BSc

Introduction to Management; Treatment of Text and Language Technology; Archive Techniques; Organisational Behaviour; Basic Notions of Law; Human Resources Management; Secretarial Techniques; Public Relations; Business Communications (German and English).

• People Management (3 days) July 2019 – Professional Development – Ireland
• Taking minutes (1 day) March 2019 – CMG Professional Training – Ireland
• German Language Course A2 (July – September 2019) – Atlas Language School - Ireland
• Neurolinguistic Programming (20 Hours) March 2014 – Forinova Aveiro
• Networking - Installation and Configuration (50 Hours) May 2009 - CESAE Aveiro
• Adobe Illustrator (50 hours) April 2013 – CESAE