Executive Assistant & Office Support

Arcesium; Lisboa; On-site; EUR 35,000 - 52,000; Full time

Job summary

Arcesium, a global financial technology firm, is expanding in Europe and seeking an Executive Assistant in Lisbon to support office operations and leadership. You will manage local bookings, calendars, and events, while coordinating with global teams to ensure smooth day-to-day operations.

The role requires strong English communication, discreet handling of confidential information, and a proactive approach to travel and scheduling.

Qualifications

• 4–6 years of executive assistant experience, preferably supporting senior leaders in global or multi-location organisations.
• Strong analytical and organisational skills with high attention to detail and multi-project capability.
• Excellent written and verbal communication in English; Portuguese is a plus.

Responsibilities

• Manage local bookings and administration for the Lisbon office.
• Support team meetings, events, and leadership town halls.
• Coordinate calendars for Arcesium leaders across time zones.
• Assist with travel arrangements, visas, and itineraries as needed.
• Take on ad hoc projects and drive them to completion.

Skills

Calendar management

Office suite

Communication skills

Travel coordination

Tools

Outlook

Excel

PowerPoint

Teams

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.