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About the Role

We are seeking an exceptional Executive Personal 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 decisions, admin, and friction so the principal can focus on business, family, health, and high-value work. The ideal candidate is proactive, discreet, service-minded, highly organized, and comfortable managing a wide range of tasks from calendar management to errands and household coordination.

Responsibilities

Manage daily logistics and priorities.
Remove unnecessary decisions from the principal’s day.
Handle errands, bookings, reservations, purchases, and returns.
Coordinate appointments, suppliers, deliveries, and services.
Ensure practical issues are solved before they become problems.
Create systems, checklists, and routines to streamline life.
Liaise with the principal daily to review priorities, decisions, and open loops.
Manage and protect the principal’s calendar.
Schedule meetings, calls, and personal appointments.
Filter emails and escalate critical items.
Draft replies and respond on behalf of the principal as trust is established.
Manage selected communication channels.
Reduce communication noise and low-value decisions.
Follow up to ensure tasks are completed.
Book flights, hotels, transport, and restaurants.
Create itineraries and travel plans.
Coordinate luggage, packing lists, and travel preparation.
Travel ahead or alongside the principal to ensure readiness.
Verify hotel arrangements, rooms, transport, food, gym access, and local logistics.
Resolve issues prior to arrival.
Ensure travel is seamless and low-friction.
Coordinate with household staff and external providers.
Ensure the home is prepared and functioning smoothly.
Manage repairs, suppliers, maintenance, and deliveries.
Coordinate laundry, dry cleaning, car-related tasks, and other practical matters.
Ensure groceries and key household items are stocked.
Coordinate food, meals, restaurant bookings, and delivery.
Assist practically with food preparation when needed.
Support family logistics.
Coordinate groceries and meals.
Understand dietary preferences.
Book restaurants aligned with preferences.
Coordinate with household staff on food preparation.
Manage health-related appointments (doctors, dentists, physio, etc.).
Assist in maintaining routines during travel.
Handle Portuguese bureaucracy and appointments.
Communicate with local suppliers, service providers, and authorities.
Book and manage local services.
Assist with forms, appointments, car-related admin, schools, and other local logistics.
Translate or clarify Portuguese communication.

Requirements

Fluent Portuguese.
Strong English.
Based near Lisbon / Cascais / Oeiras.
Able to work in person.
Able and willing to travel.
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 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

Calendar management
Inbox management
Travel logistics
Errands
Restaurant bookings
Food coordination
Portuguese admin
Packing support
Household coordination
Supplier management
Problem-solving
Communication
Discretion
Organization
Proactiveness
Service-mindedness

Location

Lisbon / Cascais / Oeiras area, Portugal

Work Type

Full-time
Highly in-person
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

We are looking for an exceptional Executive Personal Assistant to support a busy entrepreneur and family across personal logistics, travel, calendar, inbox, household coordination and daily life operations.
This is not a traditional office-based assistant role. It is a high-trust, highly practical, in-person role for someone who enjoys creating order around a fast-moving principal and family life.
The core mission is simple: Remove decisions, admin, logistics, friction and unnecessary communication so the principal can focus on business, family, health and high-value work.
The ideal person is proactive, discreet, service-minded, highly organised and comfortable doing everything from calendar and inbox management to travel logistics, errands, restaurant bookings, food coordination, Portuguese admin, packing support during travel, and working with household staff and external providers.
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.