Filipe Alberto de Oliveira Santos

Administrative & Executive Professional

🇵🇹 EN

Nationality: Portuguese
Date of Birth: 21/02/1980

Summary

Experienced and proactive administrative and executive professional with a strong background in document management, data analysis, and project management. I am currently enhancing my practical experience with formal academic knowledge by pursuing a Degree in Documentation and Information Sciences and Technologies. This academic training complements my extensive field experience, a combination that uniquely positions me to tackle modern information challenges. I am highly skilled in implementing innovative digital solutions, as well as coordinating and motivating large teams to support strategic decision-making and optimize operational efficiency. My approach is always geared towards continuous improvement and adaptation to new paradigms.

Professional Experience

Office Manager

01/09/2023 – Present

4LIFELAB - COLLABORATIVE LABORATORY | Porto, Portugal

  • Manage all office maintenance issues, consumables, and the supply chain, ensuring uninterrupted operations.
  • Oversee the agenda and commitment management of the administration team, optimizing productivity and task coordination.
  • Maintain comprehensive records of all incoming and outgoing correspondence, ensuring traceability and organization of information flow.
  • Perform daily document management and administrative support functions, serving as an essential pillar for the smooth running of the office.

Executive Secretary to the Board of Directors

06/2019 – Present

SÃO JOÃO LOCAL HEALTH UNIT, E.P.E. | Porto, Portugal

  • Analyze and produce key consumption and expenditure indicators, providing vital data that supports decisions in public procurement and purchasing processes.
  • Provide direct administrative and secretarial support to the Board of Directors, ensuring a confidential and efficient working environment for managers.
  • Monitor the implementation of new internal procedures, ensuring compliance and effective adoption throughout the organization.
  • Manage and archive all official documents, ensuring full control over the documentation lifecycle, from its creation to its secure preservation.

Secretary of the Autonomous Clinical Management Unit Board

06/2016 – 05/2019

SÃO JOÃO LOCAL HEALTH UNIT, E.P.E. | Porto, Portugal

  • Coordinate a team of 34 to 38 technical assistants in three distinct areas (Inpatient, Exams, and Outpatient), ensuring high quality and timeliness of procedures, even in high-pressure environments.
  • Develop and implement innovative digital solutions to optimize human resources processes, such as schedule management and performance evaluation, increasing efficiency and transparency.
  • Provide direct strategic and operational support to leaders, contributing to more informed decision-making and continuous service improvement.
  • Lead the implementation of effective document and procedural management systems, improving the accessibility and organization of information resources for the entire team.

Education and Training

Degree in Documentation and Information Sciences and Technologies

ISCAP - Porto Accounting and Business School | 2024 - Present

Human Resources Management

University of Maia (ISMAI) | 2002

Skills and Certifications

Project Management and Leadership

Proven experience in coordinating large teams (34-38 members), implementing complex projects, and providing strategic support to leaders. My leadership focuses on empowering teams to achieve ambitious goals through effective delegation and encouraging individual initiative.

Data Analysis

Advanced proficiency in data processing and analysis to create key performance indicators (KPIs) and executive reports. This skill allows me to translate raw data into actionable insights, decisively supporting strategic decision-making and internal process optimization.

Document and Information Management

Deep expertise in the entire document lifecycle, including procedural management, secure archiving, and implementation of digital information management systems. I have a special focus on ensuring that information is always accessible, secure, and organized, which is fundamental to the agility of any organization.

Software Proficiency

Solid proficiency in Microsoft Office (Word, Excel, PowerPoint), practical knowledge in Linux and Windows Server environments, and mastery of various document management systems. These technical skills are the foundation of my ability to implement and manage digital solutions.

Programming

Initial training in Multiparadigm Programming in Python. This basic knowledge allows me to understand software development logic and interact more effectively with IT teams, as well as giving me tools to automate administrative tasks.

Languages

Native Portuguese. Proficient in English (C2 reading, B2 speaking and writing), which allows me to communicate effectively in international environments. Basic knowledge of Spanish and French.

Certifications

Participation in the XVIII Meeting of CTDI (2024), a certification that keeps me updated on the latest trends in Documentation and Information Science and Technology. Additionally, I hold a UAS Pilot Competency (2021), demonstrating my ability to learn and apply technical knowledge in diverse and innovative areas.