The Administrative Assistant partners with Managing Director – Europe and regional leaders to enable cross-functional collaboration across the European region, while also managing daily operations of our Lisbon office. This role balances regional leadership support with local office coordination for our major European office, ensuring both run smoothly. This role is onsite and full-time in our Lisbon office.

More specifically, you will:

• Manage daily office operations and tasks for our Lisbon location, ensuring the office is an efficient collaboration space to all who use it:

• Serve as a welcoming first point of contact for visitors, vendors, and employees

• Coordinate and communicate with office vendors, including building manager

• Manage office supply inventory, snacks/beverages, and office -related procurement

• Handle incoming and outgoing correspondence, including opening and distributing mail and deliveries

• Plan and execute in-person company employee events and meetings, including conference room setup, catering and reservations as needed

• Coordinate regional new hire swag and employee milestone gifts

• Collaborate with local leaders and G&A team members in planning and executing any ongoing or one-time project needs on case-by-case basis

• Provide administrative support to Managing Director – Europe focused on cross-functional collaboration and communication, including:

• Facilitate cross-functional regional cadences, including regular regional leadership meetings and quarterly all staff calls

• Coordinate and support preparation of regional communications, presentations, and reports, leveraging AI tools to improve quality and efficiency

• Partner with global administrative team to maintain alignment between regional and global leaders

• Provide calendar management, travel coordination and expense management for Managing Director – Europe

• Partner with the global administrative team on process alignment, knowledge sharing, and continuous improvement of administrative practices, including the responsible adoption of AI tools across regions

• Handle sensitive and confidential information with discretion and maintain a high degree of confidentiality

• 2-5 years of experience in an administrative role; cross-functional project coordination or leadership support a plus

• Ability to work on-site at the Sovos Lisbon office

• Exceptional organizational and time-management skills, with the ability to juggle multiple priorities and shifting deadlines in a fast-paced environment

• Excellent written and verbal communication skills in English and Portuguese

• Proficient in Microsoft Office and productivity tools; experience with Teams, Concur, SharePoint, and NetSuite preferred

• Active use of AI tools (e.g., Microsoft Copilot) in day-to-day work, with a commitment to learning and applying new AI capabilities responsibly

• Demonstrated ability to handle sensitive information with discretion and professionalism

• Ability to consult, facilitate, and influence cross-functional partners to solve problems, particularly under pressure

• Self-starter with a positive, professional attitude and commitment to ongoing learning

What Does Sovos Offer You?

The tools to enhance your life - because we want you to enjoy your life outside of work and inside!

• Health Insurance
• Life Insurance
• Personal Accidents Insurance
• Meal Allowance
• Continuing opportunities for further Learning & Development
• A chance to work with talented and passionate people in a rewarding and values-driven environment!

Sovos is an equal opportunity employer committed to providing an environment that celebrates diversity and where equal employment opportunities are available to all applicants and employees. We do not discriminate against race, color, religions, national origin, age, sex, marital status, physical or mental disability, veteran status, gender identity, sexual orientation, or any other characteristic provided by law. At Sovos, all employees are encouraged to bring their whole selves to work.

Company Background

Sovos is a global provider of tax, compliance and trust solutions and services that enable businesses to navigate an increasingly regulated world with true confidence. Purpose-built for always-on compliance capabilities, our scalable IT-driven solutions meet the demands of an evolving and complex global regulatory landscape. Sovos' cloud-based software platform provides an unparalleled level of integration with business applications and government compliance processes.

More than 100,000 customers in 100+ countries -- including half the Fortune 500 -- trust Sovos for their compliance needs. Sovos annually processes more than three billion transactions across 19,000 global tax jurisdictions. Bolstered by a robust partner program more than 400 strong, Sovos brings to bear an unrivaled global network for companies across industries and geographies. Founded in 1979, Sovos has operations across the Americas and Europe, and is owned by Hg and TA Associates. For more information visit http://www.sovos.com and follow us on LinkedIn and Twitter.

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