Office Manager - Assistant Vice President

About the Role iCapital is seeking an experienced and highly capable Office Manager to lead operations for our Lisbon office. This is a critical role within the global Facilities team and is central to delivering exceptional, consistent workplace experience for our employees as the company continues to grow. Today, the Lisbon office spans four floors and supports approximately 175 employees. We are looking for a strong operator and people leader who can scale operations, build and manage a growing onsite team, and serve as a trusted partner to business leadership. This position reports to the Regional Facilities Manager for Europe, based in New York, and currently has one direct report, with anticipated team expansion as the office footprint and headcount increase. Key Responsibilities Office Operations and Facilities Management Lead all day to day operations to ensure the office is safe, clean, organized, and fully operational at all times. Own office services including supplies, pantry, snacks, beverages, and daily meal programs. Manage vendor relationships across cleaning, food and beverage, plant services, maintenance, deliveries, and other contracted services. Oversee office budgets related to operations, food, vendors, and events, including forecasting, invoice review, reconciliation, and expense tracking. Partner closely with Finance and Procurement teams to ensure strong financial controls and timely payments. Serve as the primary point of contact with building management and external partners, including insurance documentation and compliance requirements. Manage workplace service requests through OfficeSpace and ensure timely issue resolution. Oversee office equipment and technology assets in partnership with IT, including printers and shared devices. Support space planning, seating, and room usage across multiple floors using OfficeSpace. Manage incoming and outgoing mail, packages, and deliveries. Employee Experience and Hospitality Create and maintain a professional, welcoming, and high-quality office environment for employees, visitors, and candidates. Partner with Talent Acquisition, HR, and IT on onboarding and offboarding logistics, including access, desk setup, and new hire readiness. Plan and execute internal events, employee engagement initiatives, and office wide celebrations, onsite and offsite. Act as a visible, trusted, and approachable presence in the office, modeling service excellence and professionalism. Continuously evaluate and improve workplace programs to enhance employee satisfaction and operational efficiency. Office Relocation and Strategic Projects Serve as the onsite facilities lead for the Lisbon office relocation planned for 2027. Manage all phases of the move, including vendor coordination, space readiness, furniture and equipment setup, and post move stabilization. Collaborate with internal stakeholders and external partners to ensure a seamless transition into the new office. Support additional global and regional facilities initiatives as the business grows. People Leadership and Growth Directly manage and develop onsite facilities staff, with responsibility for hiring, training, and performance management as the team expands. Establish scalable processes, standards, and documentation to support long term growth. Act as a strategic thought partner to regional and global facilities leadership as the Lisbon office evolves. Qualifications and Experience Ability to work onsite Monday through Friday, 8:30 AM to 5:30 PM, with flexibility based on business needs. Fluency in Portuguese and English, both written and verbal. Demonstrated experience managing office operations in a fast paced, professional environment, ideally within a growing organization. Proven ability to manage vendors, budgets, and multiple priorities simultaneously. Experience leading and developing teams, with the confidence and maturity to scale operations over time. Strong organization ... (truncated, view full listing at source)