Office Manager

How to Apply

To apply, please send your CV to [email protected] with the subject line "Executive Assistant & Office Manager – (Your Full Name)".

In the body of your email, please include:

• A short paragraph in English explaining why you are interested in this role and what makes you a strong fit.
• A short paragraph in English about your most relevant previous experience.
• Your earliest possible start date and/or notice period.
• Confirmation that you are authorised to work in Portugal.
• Your salary expectations (gross annual).

Applications submitted through LinkedIn or any other platform will not be reviewed. Applications that do not follow these instructions will not be considered. Attention to detail is essential in this role, and following these instructions is part of the selection process.

Only shortlisted candidates will be contacted.

About Elena Partners

Elena Partners is a long/short equity hedge fund committed to delivering superior returns through innovative investment strategies. We are a passionate and driven team dedicated to excellence and integrity in the financial markets, with a collaborative and high-performance environment.

About the Role

We are looking for a highly organised, proactive and trustworthy Executive Assistant & Office Manager to work closely with the CEO and support the smooth running of the firm.

This is a varied and high-responsibility role combining executive support, office management, administration, HR coordination and operational oversight. The successful candidate will become a key point of contact for the CEO, the team and a range of external stakeholders.

We are looking for someone who can anticipate needs, solve problems and take ownership without requiring constant supervision. This is an opportunity for an experienced professional to have a meaningful impact on the day-to-day functioning of a small, fast-moving investment firm.

Key Responsibilities

Executive Support

·      Provide high-level day-to-day support to the CEO, managing priorities, appointments, meetings and follow-ups.

·      Coordinate calls and meetings with internal and external contacts, including across time zones.

·      Proactively follow up on outstanding actions, documents and requests requiring the CEO's attention.

·      Support selected personal and administrative matters when required.

·      Maintain a high level of discretion when handling confidential personal and professional information.

Office & Operations

·      Take ownership of the smooth and efficient running of the office.

·      Manage relationships with key suppliers, service providers, IT and building management.

·      Ensure the team has the equipment, services and resources required to work effectively.

·      Coordinate office maintenance with the landlord.

·      Identify opportunities to improve processes, efficiency and the overall working environment.

·      Source, evaluate and coordinate suppliers, taking a practical and cost-conscious approach.

Finance & Administration

·      Coordinate supplier payments, payroll-related administration and other operational payments.

·      Maintain accurate and well-organised financial and administrative records.

·      Coordinate the preparation and submission of documentation to the firm's external accountants.

·      Maintain oversight of expenses, upcoming payments and operating costs.

·      Support the preparation and monitoring of the firm's annual operating budget.

·      Ensure that the firm's documentation and administrative processes remain organised and up to date.

Human Resources

·      Support the day-to-day administration of HR processes and employee records.

·      Coordinate onboarding and offboarding of employees and interns.

·      Manage HR administration through Factorial, including holidays, absences and employee information.

·      Coordinate with external HR advisers and employment lawyers when required.

·      Support payroll, employee benefits, insurance and other HR-related administration.

·      Ensure that HR documentation and processes remain accurate, organised and up to date.

Team & Business Support

·      Support the Investor Relations team and wider business with administrative and operational needs.

·      Coordinate team lunches, meetings, events and travel arrangements when required.

·      Assist with the coordination of external meetings and business relationships.

·      Act as a reliable link between the CEO, employees and external stakeholders.

·      Take ownership of ad hoc projects and priorities as they arise.

About You

We are looking for someone who is experienced, highly organised and exceptionally reliable. You will ideally be someone who:

·      Has previous experience as a Senior Executive Assistant, Office Manager, Operations Manager or in a similar high-responsibility role.

·      Is proactive and naturally anticipates what needs to be done.

·      Has excellent attention to detail without losing sight of the bigger picture.

·      Is confident managing multiple priorities independently.

·      Has strong stakeholder and supplier management skills.

·      Is comfortable handling financial and confidential information.

·      Has a practical, solution-oriented mindset and strong commercial awareness.

·      Communicates clearly and professionally with people at all levels.

·      Is comfortable working closely with a senior executive and becoming a trusted member of a small team.

·      Takes pride in maintaining a high standard of organisation and professionalism.

Requirements

·      Previous relevant experience in Executive Assistance, Office Management, Operations or a similar role.

·      Strong organisational and administrative skills.

·      Excellent written and spoken English and Portuguese (non-negotiable)

·      Strong proficiency with Microsoft Office, particularly Outlook and Excel.

·      Experience with HR or accounting administration is an advantage.

·      Experience with Factorial, HubSpot, or similar platforms is a plus.

·      High level of discretion, integrity and professional judgement.

·      Ability to work independently and take full ownership of responsibilities.

Experience in financial services, investment management, asset management or another professional services environment is a plus, but not essential.

Why Join Us

·      Excellent working environment in a small, collaborative and close-knit team.

·      Team-oriented culture where people work closely together and support each other.

·      Regular office lunches with great food as part of our collaborative office culture.

·      Opportunity to learn and grow while working closely with experienced professionals.

·      Exposure to a highly competitive and intellectually stimulating investment industry.

·      Meaningful responsibility and autonomy, with the opportunity to become a trusted and valued member of the team.

Working Hours & Location

·      Full-time.

·      Fixed working hours: 9:30 AM–6:30 PM, Monday to Friday.

·      Location: Monte Estoril, Portugal.

·      Office-based position (Mandatory)

Availability

The successful candidate should be available to start as soon as possible to ensure a smooth transition into the role.