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About the Role

We are seeking an exceptional Private Travel Coordinator 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 burdens and logistical friction for the principal, allowing them to concentrate on business, family, and high-value work. The ideal candidate is proactive, discreet, service-minded, and highly organized, capable of managing diverse tasks from calendar management to travel logistics and household coordination.

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
Conducting daily check-ins with the principal to review priorities and decisions
Managing and protecting the calendar
Scheduling meetings, calls and personal appointments
Filtering emails and escalating only what truly needs attention
Drafting replies and replying on behalf of the principal where appropriate
Managing selected communication channels once trust is established
Reducing noise, unnecessary communication and low-value decisions
Following up to ensure 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 household staff and external providers
Ensuring 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
Assisting 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 household staff 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
Assisting 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
Legally able to work in Portugal

Skills

Calendar management
Inbox management
Travel logistics
Errands
Restaurant bookings
Food coordination
Portuguese admin
Packing support
Household coordination
Liaising with household staff
Liaising with external providers
Problem-solving
Communication
Discretion
Proactiveness
Service-mindedness
Organization
Attention to detail
Calm under pressure
Flexibility
Anticipating needs
Practicality
Warmth
Professionalism
Comfort around family environment
Respectful pushback
Luxury environment navigation
Everyday errand running
Travel planning
Luxury hospitality
Concierge services
High-end household management

Location

Lisbon
Cascais
Oeiras

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

Salary/Compensations

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.