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About the Role

We are seeking an exceptional Personal Operations 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, health, and high-value work.

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
• Conduct daily check-ins with the principal to review priorities and decisions
• Manage and protect the 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 before arrival
• Ensure seamless and low-friction travel experiences
• 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
• Liaise 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

• Highly organised and detail-oriented
• Discreet and trustworthy
• Calm under pressure
• Proactive and able to anticipate needs
• Practical and not status-sensitive
• Warm, but professional
• Comfortable in a family environment
• Comfortable with children (not as a nanny)
• Able to push back respectfully to protect time and priorities
• Comfortable with luxury environments and everyday errands
• Strong independent problem-solving skills
• Flexible with travel and changing schedules
• Excellent Portuguese and strong English
• Based near Lisbon, Cascais, or Oeiras
• Legally able to work in Portugal
• Fluent Portuguese
• Strong English
• 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

Skills

• Calendar management
• Inbox management
• Travel logistics
• Household coordination
• Errand running
• Restaurant bookings
• Food coordination
• Portuguese administration
• Packing support
• Working with household staff
• Working with external providers
• System creation
• Checklist creation
• Routine establishment
• Communication filtering
• Drafting replies
• Managing communication channels
• Problem-solving
• Interpersonal skills
• Time management
• Logistics management
• Attention to detail
• Discretion
• Trustworthiness
• Proactiveness
• Flexibility
• Adaptability

Location

• Lisbon / Cascais / Oeiras area, Portugal

Work Type

• Full-time
• Highly in-person
• Flexible
• Regular travel

Experience Level

• Experience as a Private PA
• Experience as an Executive Assistant
• Experience as a Lifestyle Manager
• Experience as a Family office assistant
• Experience in Luxury hospitality / concierge
• Experience as a High-end household manager
• Experience as a Travel coordinator
• Experience supporting entrepreneurs
• Experience supporting founders
• Experience supporting executives
• Experience supporting high-net-worth families
• Experience with travel planning
• Experience with household coordination
• Experience managing inboxes
• Experience managing calendars
• Experience managing suppliers
• Strong local knowledge of Portugal

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.