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About the Role
We are seeking an exceptional Executive Assistant 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 administrative and logistical burdens to allow the principal to focus on business, family, health, and high-value work.
Responsibilities
- Manage daily logistics and priorities, removing unnecessary decisions from the principal’s day.
- Handle errands, bookings, reservations, purchases, and returns.
- Coordinate appointments, suppliers, deliveries, and services.
- Create systems, checklists, and routines to streamline daily life.
- Manage and protect the principal’s calendar, scheduling meetings and appointments.
- Filter emails, escalate urgent matters, and draft replies on behalf of the principal.
- Reduce communication noise and low-value decisions.
- Book flights, hotels, transport, and restaurants for travel.
- Create itineraries and travel plans, coordinating luggage and practical preparation.
- Travel ahead or alongside the principal to ensure seamless arrangements.
- Coordinate with household staff and external providers.
- Manage repairs, maintenance, and deliveries for the home.
- Ensure groceries and key household items are stocked.
- Coordinate food, meals, and restaurant bookings.
- Manage health-related appointments such as doctors, dentists, and physio.
- Handle Portuguese bureaucracy, appointments, and communication with local authorities and suppliers.
- Assist with forms, local services, and translation of Portuguese communication.
Requirements
- Fluent Portuguese and strong English.
- Based near Lisbon, Cascais, or Oeiras.
- Able to work in person and travel regularly.
- Strong organizational 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 is preferred.
- Experience supporting entrepreneurs, founders, executives, or high-net-worth families is preferred.
- Experience with travel planning and household coordination is preferred.
- Experience managing inboxes, calendars, and suppliers is preferred.
- Strong local knowledge of Portugal is preferred.
- Legally able to work in Portugal.
Skills
- Calendar management
- Inbox management
- Travel logistics
- Errand running
- Restaurant bookings
- Food coordination
- Portuguese administration
- Packing support
- Household coordination
- Liaising with household staff
- Liaising with external providers
- Problem-solving
- Proactiveness
- Discretion
- Service-mindedness
- Organization
- Communication
- Flexibility
- Anticipating needs
- Attention to detail
- Calmness under pressure
- Professionalism
- Adaptability
Location
- Lisbon
- Cascais
- Oeiras area, Portugal
Work Type
- Full-time
- Highly in-person
- Flexible
- Occasional evening or weekend flexibility
Experience Level
- Competitive compensation 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.