Transformation Office Administrator (Insurance)

TL;DR

Transformation Office Administrator (Insurance): Providing operational support for strategic change initiatives and investment governance, with an accent on scheduling, logistics, and documentation for key forums. Focus on ensuring smooth operational rhythm, accurate record-keeping, and timely delivery of meeting materials to facilitate strategic execution.

Location: Hybrid in Lisbon, Portugal. Must have the right to work in Portugal.

Company

hirify.global is an international insurance provider.

What you will do

• Manage end-to-end scheduling for Transformation Office forums, coordinating attendees across time zones and logistics.
• Prepare and run meetings, ensuring materials are ready, technology is tested, and the agenda is time-kept.
• Take accurate minutes and capture actions during meetings, distributing logs promptly and tracking actions to closure.
• Produce clear, accurate materials (papers, slide decks, briefing notes) for operational and project teams.
• Coordinate in-person and hybrid events, managing venues, travel, catering, and guest access.
• Maintain governance calendars, agenda libraries, and decision registers to ensure data integrity.

Requirements

• 3+ years in an administrative or PMO support role within transformation, change, or portfolio environments.
• Proven mastery of Outlook/Teams scheduling, meeting logistics (in-person + hybrid), minute-taking, and action tracking.
• Excellent written communication and proficiency in Word, PowerPoint, and Excel.
• Fluent English (C1 level).
• Right to work in Portugal.

Nice to have

• Familiarity with PMO tooling (e.g., PPMA) and governance concepts (RAID, decision registers, portfolio reporting).
• Experience supporting large-scale transformation programmes and/or shared services environments.

Culture & Benefits

• Be part of a unique culture and work with amazing people.
• Contribute to a team that leads strategic change and supports FF10X/Strategy 2030 initiatives.
• Work in Lisbon as the company scales its Shared Services hub.