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About the Role

We are seeking an exceptional Business & Personal Assistant to support a busy entrepreneur and family with personal logistics, travel, calendar, inbox, household coordination, and daily life operations. This high-trust, practical, in-person role focuses on removing administrative and logistical burdens so the principal can concentrate on business, family, health, and high-value work. The core mission is to create order and streamline daily life.

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
Sitting down with the principal once per day to go through priorities, decisions and open loops
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 with people so 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
Making sure travel feels seamless and low-friction
Coordinating with the maid and other household providers
Making sure 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
Helping 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 the maid 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
Helping with forms, appointments, car-related admin, doctors, schools and other local logistics
Translating or clarifying Portuguese communication where needed

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 around a family environment
Comfortable with children, while not being hired as a nanny
Able to push back respectfully to protect time and priorities
Comfortable with both luxury environments and everyday errands
Strong at solving problems independently
Flexible with travel and changing schedules
Excellent in Portuguese and strong in English
Based near Lisbon, Cascais or Oeiras
Legally able to work in Portugal
Fluent Portuguese is a plus
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
Experience as a private PA, EA, lifestyle manager, family office assistant or luxury concierge
Experience supporting entrepreneurs, founders, executives or high-net-worth families
Experience with travel planning and household coordination
Experience managing inboxes, calendars and suppliers
Strong local knowledge of Portugal
Confidentiality and discretion are essential
A confidentiality agreement will be required

Skills

Calendar management
Inbox management
Travel logistics
Errands
Restaurant bookings
Food coordination
Portuguese admin
Packing support
Household coordination
Daily life operations
Communication management
Problem-solving
Interpersonal skills
Organizational skills
Discretion
Trustworthiness
Flexibility
Proactiveness
Service-mindedness
Attention to detail
Portuguese fluency
English proficiency

Location

Lisbon
Cascais
Oeiras

Work Type

Full-time
Highly in-person
Flexible
Regular travel

Experience Level

Private PA
Executive Assistant
Lifestyle Manager
Family office assistant
Luxury hospitality / concierge
High-end household manager
Travel coordinator

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.