Executive Assistant

#ABOUTUS

Global Citizen Solutions is a leading residency and citizenship planning advisory firm, supporting high-net-worth individuals and families in securing greater control over where they can live, operate, and plan for the future.

We work with private clients navigating complex, multi-jurisdictional decisions — providing structured, end-to-end guidance across residency and citizenship strategies.

With a multidisciplinary team of over 100 professionals across multiple jurisdictions, we combine legal, advisory, and programme expertise to deliver tailored solutions in high-stakes, highly personal contexts.

#THEROLE

We are seeking a highly capable Executive Assistant to support a senior Partner operating across multiple business areas, client engagements, and strategic initiatives.

This role requires exceptional judgement, discretion, and the ability to operate as a trusted extension of the Partner — managing priorities, coordinating across stakeholders, and ensuring seamless execution in a fast-moving, high-responsibility environment.

#THECHALLENGE

Executive & Calendar Management

• Own the Partner's calendar end-to-end: prioritise, schedule, and protect time across multiple business areas, internal teams, and client commitments.
• Manage complex, multi-time zone scheduling across portfolio companies, deal teams, and client boards.
• Prepare daily and weekly briefings, ensuring the Partner is fully informed and prepared for every meeting and engagement.
• Anticipate scheduling conflicts and proactively resolve them, escalating only where judgement calls require Partner input.

Communications & Correspondence

• Manage high-volume inbound and outbound communications on behalf of the Partner, drafting and responding to emails with appropriate tone and accuracy.
• Act as first point of contact for internal teams, clients, investors, and advisors — representing the Partner professionally at all times.
• Prepare, proofread, and format documents, presentations, briefing notes, and reports for internal and external audiences.
• Coordinate follow-up actions from meetings, ensuring commitments are tracked and delivered on time.
• Operate with a high degree of discretion when handling sensitive client, financial, and strategic information.

Cross-functional Coordination

• Liaise with leadership teams, heads of department, and operational managers across multiple business areas to coordinate deliverables and information.
• Support the Partner in managing project timelines, workstreams, and priorities across concurrent engagements.
• Facilitate effective communication between the Partner and portfolio company management teams, ensuring alignment on priorities and next steps.
• Coordinate cross-firm initiatives, working groups, and leadership off-sites, managing logistics end-to-end.

Travel & Logistics

• Arrange complex international travel including flights, accommodation, ground transport, visas, and itineraries.
• Prepare comprehensive travel briefs, including meeting context, relevant background on attendees, and logistics for each destination.
• Manage last-minute changes and contingencies calmly and efficiently, maintaining continuity across time zones.
• Ensure all travel arrangements reflect the standards expected in a high-touch, client-facing advisory environment.

Information & Document Management

• Maintain structured filing systems for contracts, board materials, client documents, and correspondence.
• Manage confidential information — including deal documentation, personnel matters, and financial data — with the highest degree of discretion.
• Prepare board packs, investor materials, and presentation decks, coordinating inputs from across the business.
• Support due diligence and transaction processes by coordinating document requests, data room access, and stakeholder responses.
• Maintain rigorous standards in document accuracy and version control, particularly in the context of client deliverables and transaction-related materials.

Stakeholder & Relationship Management

• Maintain and manage the Partner's contact ecosystem: clients, intermediaries, advisors, investors, and institutional relationships.
• Track relationship activity and ensure consistent touchpoints are maintained, preparing notes and context for key interactions.
• Coordinate event attendance, speaking engagements, and external commitments, managing invitations, RSVPs, and preparation.
• Build an understanding of key relationships and priorities, enabling the Partner to engage with full context across clients, investors, and advisors.

Business Operations Support

• Manage expense reporting, budget tracking, and invoice approval processes on behalf of the Partner.
• Support the onboarding of new team members or portfolio hires where relevant.
• Contribute to continuous improvement of operational processes and ways of working within the Partner's office.
• Handle ad hoc research, analysis, and project support as directed..

#ABOUTYOU

• 5+ years of experience supporting senior leadership (Executive Assistant, Personal Assistant, or similar), ideally within advisory, professional services, or multi-entity environments.
• Proven ability to operate in complex, high-responsibility contexts involving multiple stakeholders, priorities, and jurisdictions.
• Exceptional written and verbal communication skills in English; additional languages are advantageous.
• Advanced proficiency in Microsoft Office and modern collaboration tools.
• Strong organisational judgement, with the ability to prioritise effectively and maintain accuracy under pressure.
• Demonstrated discretion and professionalism when handling sensitive information.

Localização do trabalho: Trabalho remoto híbrido em Lisboa