Business & Office Specialist

Swiss Life Asset Managers; Lisboa; On-site; EUR 36,000 - 48,000; Full time

Job summary

Swiss Life Asset Managers in Lisbon seeks an Office & Business Specialist to manage daily office operations and provide cross‑functional support in a growing, international environment.

You will coordinate facilities, assist with office projects, liaise with suppliers, and help with onboarding and leadership meeting support. Fluency in Portuguese and English is essential, and Microsoft 365 expertise is expected.

Qualifications

• 2–3 years’ experience in office coordination or a comparable role.
• Strong organisational skills and the ability to manage multiple priorities.
• Proactive, service‑oriented approach with clear communication.
• Attention to detail and reliable documentation.
• Experience in an international environment is a plus.
• Fluency in Portuguese and English; knowledge of local administrative requirements.

Responsibilities

• Coordinate office services, facilities and workplace requirements.
• Support office projects including fit-out and expansion.
• Liaise with suppliers, building management and service providers.
• Manage access, equipment, supplies and office-capacity information.
• Ensure a professional and welcoming workplace for staff and visitors.
• Provide first-level administrative assistance for new employees.

Skills

Office coordination

Multitasking

Communication

Attention to detail

English proficiency

Portuguese knowledge

Microsoft 365

Tools

Microsoft 365

Job description

Recognising tomorrow’s opportunities today. Yours and ours.

At Swiss Life Asset Managers you will contribute your own talent and expertise in a motivated and flexible working environment. You will take on a high degree of responsibility and master demanding challenges independently, with the scope to express yourself and in cooperation with professional teams.

Working at Swiss Life Asset Managers is a dynamic experience in a stable environment. Our employees make the difference. People count.
Flexible working models will enable you to reconcile your professional and personal ambitions.

As we continue to expand our pan‑European platform operations, we are strengthening our presence in Portugal.

We are looking for Business & Office Specialis t to join our growing team and contribute to the business and office daily operations.

We offer an international, collaborative environment built on trust, ownership, and long‑term development.

Join a leading asset manager and be part of a team where your contribution truly matters and where you can continue to grow professionally.

Responsibilities:

Office & Workplace Support

• Coordinate office services, facilities and workplace requirements
• Support projects in relation with the office fit-out and expansion
• Liaise with suppliers, building management and service providers
• Manage access, equipment, supplies and office-capacity information
• Maintain a professional and welcoming workplace
• Engage with Safety & Occupational Health service provider, ensuring the implementation ofprevention plans and corrective measures.
• Ensure physical onboarding, workplace support and first-level administrative assistance fornew employees

Administrative & Meeting Support

• Coordinate leadership meetings including agendas, minutes and action tracking
• Assist with local and cross-functional initiatives, tracking actions, deadlines and issues

Coordination, Knowledge & Project Support

• Support CEO initiated or overseen activities, meetings and communication across teams andstakeholders, and maintain local documentation and knowledge repositories.
• Support project management, local initiatives and operational improvement activities.

Deputisation

• Deputise for the Lead during absences, maintaining continuity and representation
• Escalate decisions beyond delegated authority to the CEO or relevant functional leader

Experience:

• At least 2–3 years’ experience in office coordination or acomparable role
• Strong organisational skills
• Proactive, service-oriented and comfortable managing multiple priorities
• Clear communication and strong attention to detail
• Experience in a growing or international organisation, including coordination of suppliers, meetings or employee activities, is a plus.
• Knowledge of Portuguese workplace and administrative requirements
• Fluency in Portuguese and English
• Proficiency in Microsoft 365

Your benefits

We help our employees shape their professional development and their private life to their best advantage, throughout all phases of their life. Our attractive benefits play a part in this effort.

Your contact

Mariana Gomes Mendes

Tel: