Strategic Operations Specialist

About the role

You will be a key operational partner for a fast‑growing investment team based in Portugal, ensuring critical workflows are organized, efficient and moving forward. The role blends structured administration, process improvement, research, CRM management and the use of AI‑enabled tools to streamline recurring tasks.

Key responsibilities

• Manage inbound inquiries from prospective searchers and investors, responding promptly and professionally.
• Maintain and organize CRM records (Airtable, HubSpot, Salesforce) to keep pipeline information accurate and accessible.
• Organize financial documents and other business information to create a reliable source of truth for decision‑making.
• Support deal‑flow operations by tracking opportunities, follow‑ups and relevant information throughout the pipeline.
• Coordinate leadership schedules, meetings, office hours and administrative activities.
• Proactively identify upcoming needs and take ownership of follow‑ups without constant direction.
• Research potential opportunities and prepare concise summaries for internal review.
• Develop and improve repeatable workflows, checklists and operational processes.
• Leverage AI‑powered tools to summarize information, draft communications and streamline recurring tasks.
• Identify operational bottlenecks and recommend practical improvements.
• Handle sensitive business, financial and investor information with discretion and confidentiality.

Required profile

• Strong organizational skills with the ability to structure complex information into clear workflows and systems.
• Experience in operations, executive support, administrative coordination or investment operations.
• Highly proactive, able to anticipate needs and move projects forward independently.
• Excellent written and verbal communication skills for professional interaction with investors and partners.
• Meticulous attention to detail when working with CRM records, financial documents and operational data.
• Professionalism, discretion and confidentiality handling sensitive information.
• Comfortable using CRM and productivity platforms such as Airtable, HubSpot or Salesforce.
• Interest in using AI tools to improve communication and data organization.
• Strong research and analytical abilities to turn information into useful insights.
• Ability to work autonomously in a remote environment with reliable high‑speed internet and a quiet workspace.

Required skills

• Airtable
• HubSpot
• Salesforce
• AI‑powered productivity tools

What we offer

• Comprehensive HMO health coverage through a leading provider.
• Group life insurance for additional financial protection.
• Paid leave credits to support rest and personal well‑being.
• Government‑mandated benefits in accordance with applicable requirements.
• Performance‑based incentives.
• Overtime pay for eligible additional working hours.
• Night differential pay for eligible late‑hour work.
• 13th month pay.
• Fully remote working arrangement.
• Opportunity to develop operational, organizational and technology skills while contributing to scalable business processes.