Learning Assistant in Porto

Role Overview As a Learning Assistant, you will coordinate the administrative, logistical and organisational activities that support the delivery of employee learning programmes. Reporting to the Team Leader, you will help ensure that every session runs efficiently, from initial planning and participant registration through to financial follow-up and document archiving. You will maintain accurate training records in SAP SuccessFactors, follow internal procedures and provide reliable support to employees, managers, trainers and external learning partners.

Key Responsibilities You will coordinate the practical arrangements for learning sessions, including booking rooms, preparing and printing course materials, organising catering and arranging accommodation when required. You will work closely with internal stakeholders, trainers and external providers to confirm that all resources are available. You will also manage participant changes, such as new registrations, cancellations, replacements and rescheduling requests.

You will create learning sessions in the Learning Management System, register participants and maintain waiting lists. You will prepare and distribute invitations, attendance records, evaluation forms and other supporting materials. Following each session, you will record attendance and update employees' learning histories in SAP SuccessFactors. You will also ensure that certificates, evaluations, attendance sheets and related records are correctly filed and archived.

You will monitor the delivery of scheduled learning activities, track absences and support any resulting rebilling processes. You will process invoices from training providers and other suppliers, including catering and transport companies. You will review participant expense claims submitted on paper or through Rydoo and forward the required documentation to the relevant payment team.

You will help maintain compliant and fully traceable learning records, while supporting administrative processes linked to French training funding schemes such as OPCO and CPF. You will update operational dashboards covering registrations, waiting lists and completed sessions, and perform monthly checks to verify the accuracy of closed learning activities.

You will guide employees through learning-related procedures, including expense reimbursement and childcare-cost requests, and respond to questions from managers. For individual learning programmes, you will act as the main administrative contact between participants, internal stakeholders and external providers.

Requirements You will bring at least two consecutive years of professional experience in an administrative, coordination or assistant position. Previous experience using the SAP SuccessFactors Learning Management System is required, together with proficiency in Microsoft Excel, Word and PowerPoint.

Full professional fluency in written and spoken French is essential.

You will have a genuine interest in detailed administrative work and the ability to manage several priorities at the same time. Your structured approach, accuracy and organisational skills will allow you to maintain reliable records, meet deadlines and follow established procedures.

You will communicate clearly and provide responsive, service-focused support to employees, managers and external partners. A proactive attitude, flexibility and the ability to adapt to scheduling changes will be important. You will also demonstrate sound prioritisation, efficiency and close attention to detail in a dynamic learning environment.

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