About the Role
We are seeking a Marketing Operations Associate to join iCapital's International Marketing & Communications team in Lisbon. The role reports jointly to the CMO International and to the VP, Marketing Operations & Asset Manager Partnerships, who provides day-to-day direction, guidance and prioritization.
This is a supporting role designed to build the operational backbone of the team. The successful candidate will assist with budget tracking, vendor administration, reporting and project coordination, and will provide execution support on strategic initiatives, management presentations and select deliverables across the wider International Marketing & Communications team.
Operating mode: The role sits at the intersection of operations, finance coordination and marketing execution, working under the direction of the Marketing Operations &Asset Management Partnerships lead and alongside regional marketing, communications and events colleagues. Based in Lisbon, the role collaborates daily with Zurich, London, Hong Kong and the wider international network, with occasional travel.
Key Responsibilities
Budget Tracking & Vendor Administration
- Assist in maintaining and tracking the International Marketing & Communications budget, monitoring spend by region, program and event against forecast.
- Support forecasting, accruals and reconciliation in partnership with Finance, flagging variances for review.
- Handle vendor and agency administration: onboarding paperwork, purchase orders, invoicing and payment tracking.
- Act as a day-to-day administrative contact for suppliers and agencies to keeping deliverables and costs on track.
Reporting & Management Presentations
- Support the annual planning process, KPI tracking and performance reporting, gathering and consolidating inputs from regional and functional teams.
- Help prepare updates and presentation materials for senior management, monthly alignment calls with client-facing teams and business reviews.
- Maintain dashboards and trackers that give visibility on priorities, milestones and deadlines.
Project Coordination & Process Support
- Support the coordination of cross-regional workstreams, maintaining timelines, action logs and follow-ups.
- Help ensure consistency of process and documentation across markets.
- Contribute ideas and support the implementation of improvements to templates, tools and ways of working.
- Maintain central repositories, naming conventions and workflow documentation for the international team.
Execution Support
- Provide hands-on support to strategic initiatives led by the CMO International and the Marketing Operations & Asset Manager Partnerships lead.
- Assist the wider International Marketing & Communications team on select deliverables across events, content initiatives and campaigns.
Cross-Functional Collaboration
- Support coordination between International Marketing & Communications, Events, Finance, Procurement, Legal, Compliance, and regional stakeholders.
- Help ensure global processes are applied consistently across regions.
Qualifications & Experience
- 2–5 years of experience in marketing operations, business operations, events or a comparable coordination or administrative role; financial services or professional services exposure an advantage.
- Comfort working with numbers, budgets and invoices, with strong attention to detail.
- Excellent organizational skills; able to manage multiple tasks and deadlines with guidance.
- Strong PowerPoint and Excel skills; able to produce clear, well-structured materials and trackers.
- CRM and or project management tool experience preferred ( such as monday.com )
- Strong written and verbal communication in English; additional languages an advantage.
- Collaborative, proactive and dependable, with a willingness to learn and the ability to work effectively across regions and time zones.
Why This Role Matters
As the International team continues to expand its event portfolio, content initiatives and business support responsibilities, dedicated operational support is essential to create a scalable infrastructure. This role improves efficiency, drives consistency across regions, and enables existing team members to focus on higher-value strategic activities.
We believe the best ideas and innovation happen when we are together. Employees in this role will work in the office four days, with the flexibility to work remotely on Friday.
For additional information on iCapital, please visit https://www.icapital.com/about-us Twitter: @icapitalnetwork | LinkedIn: https://www.linkedin.com/company/icapital-network-inc | Awards Disclaimer: https://www.icapitalnetwork.com/about-us/recognition/
iCapital is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.