Executive Assistant & Office Manager

About the role

We are seeking a highly organised and proactive Executive Assistant & Office Manager to support the CEO and ensure smooth daily operations of our Monte Estoril‑based hedge fund. The role blends executive support, office management, HR coordination and operational oversight in a fast‑moving investment environment.

Key responsibilities

• Provide high‑level day‑to‑day support to the CEO, managing calendars, meetings, calls and follow‑ups across time zones.
• Oversee office operations, supplier relationships, IT and building management, and coordinate maintenance.
• Handle finance and administration tasks such as supplier payments, payroll administration, expense tracking and budget monitoring.
• Support HR processes including onboarding, off‑boarding, holidays, absences and coordination with external advisers.
• Assist Investor Relations and the wider team with travel, events, lunches and external meeting coordination.

Required profile

• Proven experience as a Senior Executive Assistant, Office Manager or Operations Manager in a high‑responsibility setting.
• Strong organisational skills, proactive attitude and ability to anticipate needs without constant supervision.
• Excellent attention to detail, discretion with confidential information and solid commercial awareness.
• Fluent written and spoken English and Portuguese.

Required skills

• Advanced proficiency with Microsoft Office, especially Outlook and Excel.
• Experience using HR or accounting platforms such as Factorial or HubSpot.

What we offer

• Collaborative, close‑knit team environment with regular office lunches.
• Opportunity to learn and grow while working directly with senior investment professionals.
• Meaningful responsibility and autonomy in a competitive investment industry.