Job Software for Private Executive Assistant & Lifestyle Manager at Nova Founders Capital

PRIVATE EXECUTIVE ASSISTANT & LIFESTYLE MANAGER – Lisbon

Location: Lisbon / Cascais / Oeiras space, Portugal
Role kind: Full-time
Working fashion: Highly in-person, versatile, with common journey

Job Summary

We are on the lookout for an distinctive Private Executive Assistant & Lifestyle Manager to help a busy entrepreneur and household throughout private logistics, journey, calendar, inbox, family coordination and every day life operations.

This shouldn’t be a standard office-based assistant function. It is a high-trust, extremely sensible, in-person function for somebody who enjoys creating order round a fast-moving principal and household life.

The core mission is straightforward:

Remove selections, admin, logistics, friction and pointless communication so the principal can deal with enterprise, household, well being and high-value work.

The very best individual is proactive, discreet, service-minded, extremely organised and cozy doing every thing from calendar and inbox administration to journey logistics, errands, restaurant bookings, meals coordination, Portuguese admin, packing help throughout journey, and dealing with family workers and exterior suppliers.

Key Responsibilities

1. Daily life and private operations

You will assist run the principal’s private working system.

Responsibilities embody:

– Managing every day logistics and priorities
– Removing pointless selections from the principal’s day
– Handling errands, bookings, reservations, purchases and returns
– Coordinating appointments, suppliers, deliveries and companies
– Making certain sensible points are solved earlier than they develop into issues
– Creating techniques, checklists and routines that make life smoother
– Sitting down with the principal as soon as per day to undergo priorities, selections and open loops

The function requires somebody who can assume forward, act independently and be taught preferences shortly.

2. Calendar and communication administration

You will assist defend and handle the principal’s time and a focus.

Responsibilities embody:

– Managing and defending the calendar
– Scheduling conferences, calls and private appointments
– Filtering emails and escalating solely what actually wants consideration
– Drafting replies and, over time, replying on behalf of the principal the place acceptable
– Managing chosen communication channels as soon as belief is established
– Reducing noise, pointless communication and low-value selections
– Following up with folks so nothing falls by the cracks

The purpose is not only to organise communication, however to scale back the quantity of communication the principal personally must take care of.

3. Travel administration

Travel is a significant a part of the function.

The assistant ought to be comfy travelling with or forward of the principal when wanted.

Responsibilities embody:

– Booking flights, resorts, transport and eating places
– Creating itineraries and journey plans
– Coordinating baggage, packing lists and sensible journey preparation
– Travelling forward or alongside the principal to make sure every thing is prepared
– Checking resort preparations, rooms, transport, meals, fitness center entry and native logistics
– Solving points earlier than arrival
– Making certain journey feels seamless and low-friction

The individual ought to be comfy with a versatile journey schedule and sensible preparations. Travel will usually be dealt with in a wise, cost-conscious approach.

4. Household and way of life coordination

The household has family help, together with a maid, so this isn’t a cleansing or housekeeping function. However, the assistant will assist coordinate the system across the family.

Responsibilities embody:

– Coordinating with the maid and different family suppliers
– Making certain the house is ready and functioning easily
– Managing repairs, suppliers, upkeep and deliveries
– Coordinating laundry, dry cleansing, car-related duties and different sensible issues
– Making certain groceries and key home goods are stocked
– Coordinating meals, meals, restaurant bookings and supply
– Helping virtually with meals every so often if wanted
– Supporting household logistics the place related

The proper individual ought to be comfy each with high-level coordination and sensible hands-on assist.

5. Food, well being and private preferences

The assistant ought to be taught the principal’s preferences and routines, together with meals, well being, coaching and journey preferences.

Responsibilities embody:

– Coordinating groceries and meals
– Understanding dietary preferences
– Booking eating places that match preferences
– Coordinating with the maid on meals preparation
– Managing health-related appointments resembling docs, dentists, physio, and so forth.
– Helping preserve routines throughout journey

This shouldn’t be a chef function, however the individual have to be sensible and keen to assist remedy food-related wants when needed.

6. Portuguese admin and native help

Because the function is predicated in Portugal, robust native information is vital.

Responsibilities embody:

– Handling Portuguese paperwork and appointments
– Speaking with native suppliers, service suppliers and authorities
– Booking and managing native companies
– Helping with varieties, appointments, car-related admin, docs, faculties and different native logistics
– Translating or clarifying Portuguese communication the place wanted

The individual have to be fluent in Portuguese and have robust English.

About You

We are on the lookout for somebody who’s:

– Highly organised and detail-oriented
– Discreet and reliable
– Calm underneath strain
– Proactive and in a position to anticipate wants
– Practical and never status-sensitive
– Warm, however skilled
– Comfortable round a household atmosphere
– Comfortable with youngsters, whereas not being employed as a nanny
– Able to push again respectfully to guard time and priorities
– Comfortable with each luxurious environments and on a regular basis errands
– Strong at fixing issues independently
– Flexible with journey and altering schedules
– Excellent in Portuguese and robust in English
– Based close to Lisbon, Cascais or Oeiras
– Legally in a position to work in Portugal

The very best background might embody expertise as a:

– Private PA
– Executive Assistant
– Lifestyle Manager
– Family workplace assistant
– Luxury hospitality / concierge
– High-end family supervisor
– Travel coordinator

A pure company EA could also be too faraway from the sensible facet of the function. A pure housekeeper could not have the inbox, calendar and communication expertise required. The very best candidate sits between the 2: polished, trusted and administratively robust, but in addition sensible, hands-on and service-minded.

WHAT SUCCESS LOOKS LIKE

After three months, success would imply:

– The principal spends a lot much less time on admin, logistics and small selections
– Travel is clean and requires little or no enter from the principal
– The calendar is protected and effectively managed
– Emails and messages are filtered successfully
– Household and private logistics are working easily
– Food, appointments, errands and native admin are dealt with proactively
– The assistant understands preferences and might make good selections independently
– The principal feels that life has develop into calmer, easier and extra centered

ACCESS AND TRUST

This is a high-trust function. The profitable candidate will progressively obtain entry to delicate info and techniques as belief builds.

This could embody:

– Calendar
– Email
– Travel accounts
– Selected communication channels
– Household and provider info
– Expense instruments or an assistant card with limits

Access can be launched progressively. Confidentiality and discretion are important.

A confidentiality settlement can be required.

WORKING STYLE

This function requires excessive flexibility. It shouldn’t be a typical 9–5 workplace function.

The assistant ought to be comfy with:

– Regular in-person work
– Being bodily near the principal when wanted
– Occasional night or weekend flexibility
– Travel
– Fast-changing priorities
– Handling each vital and small sensible duties
– A every day check-in with the principal to evaluate priorities and selections

The function ought to be intense however sustainable. Clear communication, belief, logic and reliability are extra vital than being continually busy.

COMPENSATION

Compensation can be aggressive and primarily based on expertise, functionality and match.

The proper individual could have the chance to construct a long-term, trusted function with vital accountability and selection.

REQUIREMENTS

Essential:

– Fluent Portuguese
– Strong English
– Based close to Lisbon / Cascais / Oeiras
– Able to work in individual
– Able and keen to journey
– Strong organisational expertise
– Excellent discretion and confidentiality
– Comfortable with each executive-level duties and sensible way of life duties
– Strong problem-solving potential
– Valid driving licence most popular

Preferred:

– Experience as a personal PA, EA, way of life supervisor, household workplace assistant or luxurious concierge
– Experience supporting entrepreneurs, founders, executives or high-net-worth households
– Experience with journey planning and family coordination
– Experience managing inboxes, calendars and suppliers
– Strong native information of Portugal

SUMMARY

This is a uncommon function for somebody who enjoys being deeply helpful, extremely trusted and near the motion.

The proper candidate will develop into the one who makes every day life run easily: managing the calendar, inbox, journey, family coordination, errands, meals, native admin and private logistics — whereas eradicating selections and friction wherever attainable.

The very best candidate is polished sufficient to handle delicate communication and high-level logistics, however sensible sufficient to choose up meals, pack baggage throughout journey, coordinate repairs, remedy small issues and make life simpler on daily basis.

#LI-Onsite