Personal Assistant

Há 6 dias

Lisboa, Portugal Neurons Lab Tempo inteiro

**Objective and KPIs**:
Enable CTO to operate exclusively in his genius zone (leadership, technology, strategic relationships) by owning 80%+ of his current communication and administrative workload while maintaining or improving quality standards across all managed areas.

Numerical targets to be defined during work, but they will aim to:

- Free ~10-15 hours per week on tasks in the AORs below
- Increase communication and relationships management bandwidth to 30-50+ people weekly
- Adopting new AI tools or products for repetitive routines and tasks

**Areas of Responsibility**:

- ** Inbox and correspondence management**
- Social media management - scheduling posts, collecting feedback, answering to the comments
- ** Calendar and schedule management**
- Protect planned calendar schedule. Resolve meeting conflicts, rescheduled meetings, communicate changes from the CTO side to the other parties
- ** Travels and events management**
- Organize travels and events (bookings, flights or other transportation), meetings coordination, venue / restaurant bookings, etc
- ** Relationships management**
- Follow-ups and reminders regarding messages to people in my network
- Research and running cold outreach campaigns to the interesting groups of people, i.e. specific AWS representatives in Madrid
- Updates and maintenance in business development systems like Hubspot CRM
- ** Personal and family tasks and duties**
- Research and organization of travels, vacations, doctors, education for multiple family members
- Research and organization of household services, vendors or staff (i.e. cleaning, nanny, electrician etc) - may involve phone calls
- Monthly tax reporting organization (invoices collection and uploading)
- ** General systematization and organization with focus on AI**
- Spotting systematic patterns and suggesting ways to resolve them with AI tools (i.e. answering with the same messages or automated research or getting unread messages at Linkedin with Perplexity)
- Write and update AI prompts for recurring tasks

**Skills**:

- AI-tool configuration (Make, Notion AI, GPT prompt engineering)
- High-stakes calendar orchestration across multiple time-zones
- Vendor & contract negotiation
- Project-management frameworks (OKR, Kanban, PARA, GTD)
- Executive-level written English; strong business Spanish; Russian and/or Ukrainian is a plus

**Knowledge**:

- Familiarity with modern AI productivity stacks (ChatGPT, Anthropic, Perplexity, Superhuman, Reclaim, etc.)
- EU—especially Spanish—travel, invoicing, and basic tax-compliance norms
- Social-platform algorithms & scheduling tooling for LinkedIn / X

**Experience**:

- ~2 years as a Personal Assistant / Executive Assistant / Project Manager
- Living / studying / working experience in EU, ideally in Spain

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