Executive Assistant & Office Support

Arcesium; Lisboa; Presencial; EUR 40.000 - 60.000; Jornada completa

Descripción de la vacante

Arcesium is expanding in Europe and is seeking an Executive Assistant to support our Lisbon office and global leadership. You will manage local bookings, calendars, and events while coordinating with HR, IT, and Finance across Europe.

You will also assist with leadership travel, visas, and ad hoc projects to ensure smooth operations. Ideal candidates have 4–6 years of executive support experience, strong communication skills in English (Portuguese a plus), and proficiency with Microsoft Office.

Formación

• 4–6 years of executive assistant experience supporting senior leaders.
• Excellent written and verbal English; Portuguese is a strong plus.

Responsabilidades

• Manage local bookings and facilities in Lisbon.
• Coordinate meetings, events and town halls.
• Partner with HR, Workplace, IT, and Finance for Europe.
• Manage executive calendars across time zones.
• Support travel logistics and visa coordination for leadership.

Conocimientos

Executive support

Calendar management

English proficiency

Portuguese language

MS Office

Communication skills

Herramientas

Outlook

Excel

PowerPoint

Teams

Descripción del empleo

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.