Executive Assistant & Office Manager - Estoril

• Join an Investment Fund.
• This is the right position for multi-taskers.

Sobre o nosso cliente

Our client is an Investment Fund with offices in Estoril.

Descrição

Reporting to the Partner your main responsibilities will be:

Provide high-level day-to-day support to the CEO, managing priorities, appointments, meetings and follow-ups.

Coordinate calls and meetings with internal and external contacts, including across time zones.

Proactively follow up on outstanding actions, documents and requests requiring the CEO's attention.

Support selected personal and administrative matters when required.

Maintain a high level of discretion when handling confidential personal and professional information.

Take ownership of the smooth and efficient running of the office.

Manage relationships with key suppliers, service providers, IT and building management.

Ensure the team has the equipment, services and resources required to work effectively.

Coordinate office maintenance with the landlord.

Identify opportunities to improve processes, efficiency and the overall working environment.

Source, evaluate and coordinate suppliers, taking a practical and cost-conscious approach.

Coordinate supplier payments, payroll-related administration and other operational payments.

Maintain accurate and well-organised financial and administrative records.

Coordinate the preparation and submission of documentation to the firm's external accountants.

Maintain oversight of expenses, upcoming payments and operating costs.

Support the preparation and monitoring of the firm's annual operating budget.

Ensure that the firm's documentation and administrative processes remain organised and up to date.

Support the day-to-day administration of HR processes and employee records.

Coordinate onboarding and offboarding of employees and interns.

Manage HR administration through Factorial, including holidays, absences and employee information.

Coordinate with external HR advisers and employment lawyers when required.

Support payroll, employee benefits, insurance and other HR-related administration.

Ensure that HR documentation and processes remain accurate, organised and up to date.

Support the Investor Relations team and wider business with administrative and operational needs.

Coordinate team lunches, meetings, events and travel arrangements when required.

Assist with the coordination of external meetings and business relationships.

Act as a reliable link between the CEO, employees and external stakeholders.

Take ownership of ad hoc projects and priorities as they arise.

Perfil ideal

The ideal candidate will have:

Has previous experience as a Senior Executive Assistant, Office Manager, Operations Manager or in a similar high-responsibility role.

Is proactive and naturally anticipates what needs to be done.

Has excellent attention to detail without losing sight of the bigger picture.

Is confident managing multiple priorities independently.

Has strong stakeholder and supplier management skills.

Is comfortable handling financial and confidential information.

Has a practical, solution-oriented mindset and strong commercial awareness.

Communicates clearly and professionally with people at all levels.

Is comfortable working closely with a senior executive and becoming a trusted member of a small team.

Takes pride in maintaining a high standard of organisation and professionalism.

Previous relevant experience in Executive Assistance, Office Management, Operations or a similar role.

Strong organisational and administrative skills.

Excellent written and spoken English and Portuguese (non-negotiable)

Strong proficiency with Microsoft Office, particularly Outlook and Excel.

Experience with HR or accounting administration is an advantage.

Experience with Factorial, HubSpot, or similar platforms is a plus.

High level of discretion, integrity and professional judgement.

Ability to work independently and take full ownership of responsibilities.

Experience in financial services, investment management, asset management or another professional services environment is a plus, but not essential.

Vantagens

Permanent Contract

Annual Base Salary starting at 30.000€ + other benefits

This position is based in the office, if you are looking for an hybrid or remote role do not apply.