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About the Role

We are seeking an exceptional VIP Service Manager to support a busy entrepreneur and family with personal logistics, travel, calendar, inbox, household coordination, and daily life operations. This is a high-trust, practical, in-person role focused on removing decisions, admin, and friction to allow the principal to focus on business, family, and high-value work. The ideal candidate is proactive, discreet, service-minded, and highly organized.

Responsibilities

Managing daily logistics and priorities
Removing unnecessary decisions from the principal’s day
Handling errands, bookings, reservations, purchases and returns
Coordinating appointments, suppliers, deliveries and services
Ensuring practical issues are solved before they become problems
Creating systems, checklists and routines that make life smoother
Sitting down with the principal once per day to go through priorities, decisions and open loops
Managing and protecting the calendar
Scheduling meetings, calls and personal appointments
Filtering emails and escalating only what truly needs attention
Drafting replies and, over time, replying on behalf of the principal
Managing selected communication channels once trust is established
Reducing noise, unnecessary communication and low-value decisions
Following up with people so nothing falls through the cracks
Booking flights, hotels, transport and restaurants
Creating itineraries and travel plans
Coordinating luggage, packing lists and practical travel preparation
Travelling ahead or alongside the principal to ensure everything is ready
Checking hotel arrangements, rooms, transport, food, gym access and local logistics
Solving issues before arrival
Ensuring travel feels seamless and low-friction
Coordinating with the maid and other household providers
Making sure the home is prepared and functioning smoothly
Managing repairs, suppliers, maintenance and deliveries
Coordinating laundry, dry cleaning, car-related tasks and other practical matters
Ensuring groceries and key household items are stocked
Coordinating food, meals, restaurant bookings and delivery
Helping practically with food on occasion if needed
Supporting family logistics where relevant
Coordinating groceries and meals
Understanding dietary preferences
Booking restaurants that fit preferences
Coordinating with the maid on food preparation
Managing health-related appointments such as doctors, dentists, physio, etc.
Helping maintain routines during travel
Handling Portuguese bureaucracy and appointments
Speaking with local suppliers, service providers and authorities
Booking and managing local services
Helping with forms, appointments, car-related admin, doctors, schools and other local logistics
Translating or clarifying Portuguese communication where needed

Requirements

Fluent Portuguese
Strong English
Based near Lisbon / Cascais / Oeiras
Able to work in person
Able and willing to travel
Strong organisational skills
Excellent discretion and confidentiality
Comfortable with both executive-level tasks and practical lifestyle tasks
Strong problem-solving ability
Valid driving licence preferred
Experience as a private PA, EA, lifestyle manager, family office assistant or luxury concierge preferred
Experience supporting entrepreneurs, founders, executives or high-net-worth families preferred
Experience with travel planning and household coordination preferred
Experience managing inboxes, calendars and suppliers preferred
Strong local knowledge of Portugal preferred
Legally able to work in Portugal

Skills

Discreet and trustworthy
Calm under pressure
Proactive and able to anticipate needs
Practical and not status-sensitive
Warm, but professional
Comfortable around a family environment
Comfortable with children
Able to push back respectfully to protect time and priorities
Comfortable with both luxury environments and everyday errands
Strong at solving problems independently
Flexible with travel and changing schedules
Excellent in Portuguese
Strong in English
High flexibility
Regular in-person work
Being physically close to the principal when needed
Occasional evening or weekend flexibility
Travel
Fast-changing priorities
Handling both important and small practical tasks
Daily check-in with the principal to review priorities and decisions
Clear communication
Good judgment
Reliability

Location

Lisbon / Cascais / Oeiras area, Portugal

Work Type

Full-time
Highly in-person
Flexible
Regular travel

Experience Level

Experience as a private PA
Executive Assistant
Lifestyle Manager
Family office assistant
Luxury hospitality / concierge
High-end household manager
Travel coordinator

Salary/Compensations

Compensation will be competitive and based on experience, capability and fit.

About the Company

This is a rare role for someone who enjoys being deeply useful, highly trusted and close to the action.
The right candidate will become the person who makes daily life run smoothly: managing the calendar, inbox, travel, household coordination, errands, food, local admin and personal logistics — while removing decisions and friction wherever possible.
The ideal candidate is polished enough to manage sensitive communication and high-level logistics, but practical enough to pick up food, pack luggage during travel, coordinate repairs, solve small problems and make life easier every day.