Executive Assistant & Office Support

Arcesium LLC; Lisboa; On-site; EUR 32,000 - 46,000; Full time

Job summary

Arcesium LLC is expanding its European presence and seeks an Executive Assistant to support our Lisbon office and global leadership. You will keep leaders' calendars, arrange travel, coordinate events, and act as a trusted point of contact across Europe.

Ideal candidates have 4–6 years of executive support experience, superb organisational skills, and fluent English with Portuguese being a strong plus. Proficiency with Microsoft Office and discretion are essential for success.

Qualifications

• 4–6 years of executive assistant experience in global or multi-location organisations.
• Strong analytical and organisational skills with excellent attention to detail.
• Excellent written and verbal English; Portuguese is a strong plus.
• Proficient with Microsoft Office and quick to learn new tools.
• Absolute discretion when handling confidential information.

Responsibilities

• Manage local bookings and administration for the Lisbon office, including rooms, vendors, supplies, and facilities coordination.
• Support team meetings, social gatherings, town halls, and office events from concept to follow-up.
• Partner with local and global teams (HR, Workplace, IT, Finance) on office and admin needs for Europe.
• Manage and coordinate calendars for Arcesium leaders, including globally scheduled meetings and time zones.
• Provide on-the-ground support when ExCo members travel to Lisbon, including transfers, hotel and restaurant bookings, itineraries, and meeting logistics.
• Take on ad hoc projects assigned by the business leader and leadership team, driving them to completion and keeping stakeholders informed.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder comms

Time zone mgmt

Tools

Microsoft Office

Job description

Arcesium is a global financial technology firm that solves complex data-driven challenges faced by some of the world’s most sophisticated financial institutions. We constantly innovate our platform and capabilities to meet tomorrow’s challenges, anticipate the risks our clients encounter, and design advanced solutions to help our clients achieve transformational business outcomes.

Financial technology is a high-growth industry as change and innovation continue to disrupt the status-quo and prompt major transformation. Arcesium is at a particularly interesting time in our own growth as we look to leverage our successfully established market position and expand operations in pursuit of strategic new business opportunities. We value intellectual curiosity, proactive ownership, and collaboration with colleagues, and we empower you to meaningfully contribute from day one and accelerate your professional development.

Arcesium is growing in Europe, and we're looking for an Executive Assistant to support our office and administration area in Lisbon, as well as our global leadership. You'll keep the day-to-day running smoothly, help leaders make the most of their time, and be a trusted point of contact for the people around you.

What You'll Do

• Manage local bookings and administration for the Lisbon office, including meeting rooms, vendors, supplies, deliveries, and facilities coordination.
• Support team meetings, social gatherings, town halls, and office events, from concept to follow-up.
• Partner with local and global teams (HR, Workplace, IT, Finance) on office and administration needs for Europe.
• Manage and coordinate calendars for Arcesium leaders, including globally scheduled meetings, proactively handling time zones, priorities, and conflicts.
• Provide on-the-ground support when ExCo members travel to Lisbon, including transfers, hotel and restaurant bookings, itineraries, and meeting logistics.
• Support leadership travel as needed. Our Sweden-based team manages most travel, but you will be open to picking up bookings, visa coordination, and itinerary changes when required.
• Take on ad hoc projects assigned by the business leader and leadership team, driving them to completion and keeping stakeholders informed.

What You'll Need

• 4-6 years of relevant experience as an executive assistant, ideally supporting senior leaders in a global or multi-location organisation.
• Strong analytical and organisational skills, with excellent attention to detail and the ability to manage multiple projects at once.
• Excellent written and verbal communication skills in English. Portuguese is a strong plus.
• Proven technical skills, particularly with Microsoft Office (Outlook, Excel, PowerPoint, Teams), and comfort learning new tools quickly.
• Absolute discretion when handling confidential information.

Recruiting Security

Emails from genuine Arcesium recruiters who are employees of the company will always come from the @arcesium.com domain. In some cases, you may also be contacted by independent search firms engaged to recruit on our behalf; emails from their employees should always come from their firm's applicable domain. We'll never ask for your banking information or any payment as part of the recruiting process. If something seems off or you're contacted by an unexpected third party, please reach out to us at [e-mail] (US/UK), [e-mail] (India) or [e-mail] (Portugal/Sweden) .

Arcesium is an equal opportunity employer.