Executive Assistant & Office Support

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 careers@arcesium.com (US/UK),careers-india@arcesium.com (India) or careers-europe@arcesium.com (Portugal/Sweden).

Arcesium is an equal opportunity employer.