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About the Role
We are seeking an exceptional Private Executive Assistant & Lifestyle 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 health.
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.
- Conduct daily check-ins with the principal to review priorities and decisions.
- Manage and protect the principal’s calendar, scheduling meetings and appointments.
- Filter emails, escalate critical items, and draft replies, potentially replying on behalf of the principal.
- Manage selected communication channels and reduce unnecessary communication.
- Book flights, hotels, transport, and restaurants for travel.
- Create itineraries and travel plans, coordinating luggage and packing.
- Travel ahead or alongside the principal to ensure seamless arrangements.
- Coordinate with household staff and external providers.
- Manage repairs, suppliers, maintenance, and deliveries for the household.
- 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 deliveries.
- Support family logistics as needed.
- Coordinate groceries and meals, understanding dietary preferences.
- Book restaurants that align with preferences.
- Coordinate with household staff on food preparation.
- Manage health-related appointments (doctors, dentists, physio).
- 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, and other local logistics.
- Translate or clarify Portuguese communication when necessary.
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.
- Legally able to work in Portugal.
Skills
- Calendar management
- Inbox management
- Travel logistics
- Errand running
- Restaurant bookings
- Food coordination
- Household coordination
- Portuguese administration
- Packing support
- Working with household staff
- Liaising with external providers
- Problem-solving
- Discretion
- Proactiveness
- Service-mindedness
- Organization
- Communication
- Flexibility
- Attention to detail
- Calm under pressure
- Anticipating needs
- Luxury hospitality
- Concierge services
- High-end household management
- Travel coordination
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
About the Company
- This is a rare role for someone who enjoys being deeply useful, highly trusted and close to the action.