Lifestyle Operations Manager

LIFESTYLE OPERATIONS MANAGER – Lisbon

Location:
Lisbon / Cascais / Oeiras area, Portugal Role type: Full-time Working style: Highly in-person, flexible, with regular travel Job Summary We are looking for an exceptional Lifestyle Operations Manager to support a busy entrepreneur and family across personal logistics, travel, calendar, inbox, household coordination and daily life operations. This is not a traditional office‑based assistant role. It is a high‑trust, highly practical, in‑person role for someone who enjoys creating order around a fast‑moving principal and family life. The core mission is simple:
- Remove decisions, admin, logistics, friction and unnecessary communication so the principal can focus on business, family, health and high‑value work. The ideal person is proactive, discreet, service‑mindful, highly organised and comfortable doing everything from calendar and inbox management to travel logistics, errands, restaurant bookings, food coordination, Portuguese admin, packing support during travel, and working with household staff and external providers.

Key Responsibilities
Daily life and personal operations You will help run the principal's personal operating system. Responsibilities include:
- 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
- Making sure 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 Calendar and communication management You will help protect and manage the principal's time and attention. Responsibilities include:
- Managing and protecting the calendar
- Scheduling meetings, calls and personal appointments
- Filtering emails and escalating only what truly needs attention
- Drafting replies and, over time, 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 Travel management Travel is a major part of the role. The assistant should be comfortable travelling with or ahead of the principal when needed. Responsibilities include:
- 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 Household and lifestyle coordination The family has household support, including a maid, so this is not a cleaning or housekeeping role. However, the assistant will help coordinate the system around the household. Responsibilities include:
- 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
- Making sure 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 Food, health and personal preferences The assistant should learn the principal's preferences and routines, including food, health, training and travel preferences. Responsibilities include:
- 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 Portuguese admin and local support Because the role is based in Portugal, strong local knowledge is important. Responsibilities include:
- 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 The person must be fluent in Portuguese and have strong English. About You
- 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 pro