Executive Personal Assistant

Reports To: The CEO of a fast-growing travel startup, 'Client'
Coworkers: Two personal assistants that work remotely, and a global operations team at the travel company
Work Schedule: Full-time, 10 am - 6 pm or 11 am to 7 pm, Monday - Friday
Location: Lisbon, Portugal
Start Date: Earliest: March 17th, Latest: May 1st 2025
Compensation: €2,000-€2,750 per month, plus agreed-upon bonuses
About the Role The client is seeking an exceptional Executive Personal Assistant - This role will involve managing daily tasks, streamlining processes, and enhancing the client's overall well-being
Your north stars in this role will be reducing the number of decisions the client has to make, reducing the number of things the clients have to own or be a part of making happen, and reducing the amount of stress for the client
Responsibilities Project Management and Organization:Develop and implement efficient systems and processes to streamline the client's daily lives lifeProactively anticipate needs and identify areas for improvementCreate and maintain comprehensive documentation for all processes and procedures.Lifestyle Management and ErrandsHandle personal errands, including grocery shopping, dry cleaning, and package deliveriesResearch and recommend the most cost-effective ways to purchase goods and servicesSupport with travel prep and packingCoordinate with contractors for home maintenance and other servicesHousehold Management and Pet CareManage household duties, such as sorting mail, organizing belongings, and watering plantsProvide care for the client's dog, including feeding, walking, and exercisingOversee the maintenance of the client's apartment and officeEvent Planning and SupportAssist with planning and organizing social and professional events, including dinners, concerts, and soiréesManage invitations, RSVPs, and logistics for eventsProvide on-site support during events, ensuring smooth execution Qualifications Exceptional organizational and time management skillsProactive and resourceful approach to problem-solvingFluency with latest AI tools; you spend many hours researching things with ChatGpt or other AI models for funExcellent communication and interpersonal skillsFluency in Portuguese and EnglishPersonal QualitiesPassion for providing exceptional service and exceeding expectationsYou thrive in work environments where you sometimes need to create most of what you work on without clear instructionA meticulous eye for detail and a commitment to qualityStrong work ethic and a willingness to go the extra mileEnthusiasm for learning and adapting to new challengesYou love to research. You are delighted at knowing where the best restaurants, hotels, etc. just for its own sakeYou have been living in or around Lisbon for at least the last three yearsYou are well-connected in Lisbon and personally know and have worked in the past with carpenters, plumbers, chefs, cleaners, restaurant hosts, etcYou love to research. You are delighted at knowing where the best restaurants, hotels, etc. just for its own sake even if you won't be taking advantage of itYou are proactive and able to anticipate the needs of your clients without promptingYou don't mind getting your hands dirty to ensure nothing slips through the cracks Nice to Have Experience 2+ years of experience as a Personal Assistant, Executive Assistant, or similar role for a business owner or investorExperience working at a startup in an operations capacityTeaching Portuguese or other languagesYou love dogs and have experience taking care of dogs in a city settingA love of cooking, with a desire to occasionally assist with meal prepResearching health/wellness and a personal focus on health and wellnessUsing Trello: the project management/productivity software that one of the clients use and would likely be the main software used for this job to keep track of thingsInterior design/office decorationExperience creating and maintaining comprehensive process documentation Benefits Competitive salary and benefits packageMonthly Payment: €2250-3000 per month. The band will largely be determined by experience with creating process docs, experience as a personal assistant, and experience in an operations role at a startupAgreed-upon bonuses for completing given mutually-agreed upon milestones. Expect bonuses to amount to 10-20% of the annual salaryFour weeks or 20 days of PTOExposure to a diverse range of projects and experiences; days will rarely be similar in this roleOpportunities for growth. While not required as part of the initial responsibilities, there are opportunities for further growth and development within this role. These potential opportunities include:Travel: Accompany the client on work trips, with all expenses, including lodging and food, covered. For example, the client's senior leadership offsite is in mid-May in New York and whoever is hired for this role could travel there to assist if they wanted to. Note that travel is not a mandatory component of this role.Event Planning and Management: Assist in organizing and managing social and professional events hosted by the business owner client, including Shabbat dinners, investor dinners, house concerts, soirées, and poker games.Wellness Center Development: Participate in the ground research and planning for the establishment of a wellness center at a hot springs/thermal baths within three hours of Lisbon. The client aims to open this center in 3-5 years time.Career Advancement: After 18-36 months of successful performance in this role, there may be an opportunity to transition into a different position within one of the client's two businesses, such as events, operations, or HR. Job Duties will include: Setting up systemsHighly encouraged to bring the client ideas of systems to create to save the client time and stress.Unpacking/packing and working with one of the clients to improve the efficiency of their frequent shorter travels with just carry-on luggage. This would include augmenting an existing comprehensive packing/travel process doc and purchasing travel cubesSetting up a desktop computer at the client's apartment that is in sync with one of their laptopsAll of these systems will need accompanying process docs for themAssist with household dutiesGo through all mail 1-2x a weekUnboxing and putting away packagesCoordinating and delegating work to any contractors requiredWatering plants while clients are out of townAssist with trash and recyclingDry cleaningBuying groceriesDoing research on the most cost-effective way to purchase thingsShip company swag, primarily clothes and chargers around the world Work Schedule and Time Off The client strives to prioritize rest and well-being and encourages a balanced work-life approach for everyone on their team:
Core Working Hours: 10/11 am to 6/7 pm, Monday to Friday at the client's office in Lisbon. When client is traveling, coming to the office daily won't be requiredOccasional Evening Work: Occasional support may be required for events that extend beyond regular working hours. These instances will be discussed in advanceFlexible Workload: Work hours may vary from week to week to accommodate fluctuating workloads. When the client is in town the workload will generally be greater and when the client is traveling the workload will often be a lot less. However, the average weekly commitment is expected to be around 40-45 hoursPaid Time Off: Four weeks or 20 business days of paid time off are provided annually. At least two weeks of this time must coincide with the client's vacation/travel periods. The client typically takes at least one week off around the December holidays Further Information The client is an investor and entrepreneur who is highly meticulous and optimizes his time between focused work and dedicated rest periodsThe client currently has a full-time personal assistant and one part-time assistant residing in the Philippines but working local Lisbon hours. The vast majority of his calendar, email inbox, travel bookings, and logistics are managed through his existing team and will not be a major part of this roleThe full-time remote personal assistant will collaborate with the part-time assistant who often supports the client on company events and projectsThe Client's Company structure is American and not Portuguese; payments will be made at the end of each month directly from an American company To Apply Please submit your resume/LinkedIn and highlight your relevant experience and qualifications to ****** -Please briefly address your professional history and what excites you about this role. Additionally, please explain how your past experience aligns with the specific requirements of this job description
-Please answer, 'What makes you a well-connected Lisboeta?
-Please share an example of a process doc you have made for yourself or in a past role OR some type of 'deep research' you leveraged AI for and why you are proud of it
Lastly, please have the subject line read just 'Dover' in the email you send
The Interview Process We aim to have the entire process take a maximum of two weeks
Step 1: There will be a 20-30 minute interview with the client's personal assistant who works remotely on Zoom, where there will be a series of real-time questions asked that test your ability to do research and problem-solve in real-time
Step 2: 1-2 hours of paid research at 25 euros per hour
Step 3: One interview with the client, which will be a 30-60 minute interview, in person at the client's office in Lisbon
Step 4: One final interview of 30-60 minutes with the client's partner in person in Lisbon
We are excited to hear from you