Executive Assistant & Office Manager (Estoril)

About the role

The Investment Fund in Estoril is seeking an Executive Assistant & Office Manager to support the Partner and a team of analysts. The role combines high‑level executive assistance with full‑office management, ensuring smooth daily operations and effective stakeholder coordination.

Key responsibilities

• Provide day‑to‑day support to the CEO, managing calendars, meetings, calls and follow‑ups across time zones.
• Maintain office operations, liaise with suppliers, IT, building management and coordinate maintenance.
• Handle financial administration, including supplier payments, payroll‑related tasks and expense oversight.
• Support HR processes such as onboarding, off‑boarding, holidays and benefits administration using Factorial.
• Assist the Investor Relations team with travel, events and external meeting coordination.
• Take ownership of ad‑hoc projects and continuously improve office processes.

Required profile

• Proven experience as a Senior Executive Assistant, Office Manager or Operations Manager.
• Strong organisational skills, high attention to detail and ability to manage multiple priorities independently.
• Excellent written and spoken English and Portuguese.
• Comfortable handling confidential financial information with discretion.
• Solution‑oriented mindset with commercial awareness.

Required skills

• Microsoft Outlook
• Microsoft Excel
• Factorial (HR platform)
• HubSpot (or similar CRM)

What we offer

• Annual base salary starting at €30,000.
• Additional benefits as per company policy.