Overview
Administrative & Executive Assistant (m/f/d) Jobs in Lisbon, Portugal at Hays
Title: Administrative & Executive Assistant (m/f/d)
Company: Hays
Location: Lisbon, Portugal
Your new Company
Our Venture Capital strategy focuses on investing in B2B SaaS and technology-driven companies with proven product-market fit, helping founders scale and innovate through capital, operational support, and strategic guidance, is looking for an Administrative & Executive Assistant (m/f/d).
Your new role
Working closely with the Administrative and Financial Department and directly alongside the Partners, you are expected to take initiative, improve and streamline processes, and proactively handle day-to-day operational matters.
Administrative & Financial Support:
Manage accounts payable and receivable, ensuring accurate and up-to-date records of all invoices and payments;
Prepare supporting documentation for audits, regulatory inspections, and financial reporting processes;
Submit required financial and administrative information to regulatory bodies (e.g. CMVM, Bank of Portugal) in a timely manner;
Support the opening of bank accounts and company registration processes for new entities.
Executive Support:
Manage complex calendars for the Partners, scheduling and prioritizing meetings, calls, and events;
Arrange travel itineraries (flights, accommodation, transportation) and coordinate logistics for business meetings and company events;
Assist with drafting and editing documents, presentations, and reports on behalf of the Partners.
Operational Support & Process Improvement
Collaborate in analyzing, implementing, and optimizing administrative processes, with a focus on improving efficiency, transparency, and standardization of procedures.
Interact with internal and external stakeholders (e.g. vendors, service providers, banking contacts, partners’ clients) in managing day-to-day administrative matters;
Oversee relationships with suppliers and service providers – from processing incoming invoices and tracking payments to maintaining up-to-date vendor records.
What you need to be successful
Bachelor’s degree or relevant technical diploma in Business Administration, Management, Accounting or a related field is preferred;
2–3 years of experience in an Executive Assistant, Administrative Assistant or similar support role;
Fluency in English (written and spoken) is mandatory;
Good understanding of basic accounting and administrative processes such as supplier invoicing, accounts payable/receivable and tax obligation schedules;
Strong communicational skills and problem-solving skills;
Handles sensitive information with the utmost discretion and integrity.
What the company can offer you
You will have a front-row seat to the dynamic operations of an Innovative investment firm, exposing you to a diverse array of strategies — from groundbreaking real estate development projects to venture capital initiatives. You will collaborate closely with seasoned Partners and industry experts in an environment that values innovation and teamwork.
